92 posts categorized "Inventory Management in QuickBooks"

Procurify: Online Purchasing Management for QuickBooks

Has your business outgrown the purchasing module found within QuickBooks desktop software?

Looking for ways to streamline the purchasing process?

Need to add an approval process to your purchasing management? (not found in QuickBooks!)

Have people in different locations and all they need is access to purchasing (and not the entire QuickBooks package)?

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INTRODUCING PROCURIFY

Procurify is an add-on application to the desktop versions of QuickBooks (Pro, Premier and Enterprise). By "add-on", I mean it is a separate piece of software that connects to QuickBooks and syncs information between the two programs.

It can bring a lot of functionality to your business that is not found within the basic purchase order module of QuickBooks.

Here is the suggested Procurify workflow...

  1. Request - electronically submit new purchase requests using your web browser or mobile device (notice - this doesn't have any mention of the staff person needing access to QuickBooks?)

  2. Approve - create automated approval routing based on your business needs. Establish direct lines of communication between the right people.

  3. Create the PO - Procurify automatically tracks, manages and organizes your purchase orders in one place. Instantly deliver approved requests for PO creation.

  4. Receive the items - intuitive and easy to understand interface lets you accurately document received items through your web browser or mobile device. 

  5. Set up to pay your vendor - enable complete transparency throughout your purchase order workflow. Keep on top of payments and eliminate duplicate or unnecessary spending.


EMPOWERING YOUR STAFF

Procurify helps simplify operations across all the functional areas of your business:

  • Buyers - funnel all of your purchase requests from all locations into a single, easily managed bucket. We facilitate the internal back-and-forth communication, allowing requesters to check the status of their orders at any time. Improve supplier relationships and standardize the goods you buy.

  • Operations - get through purchase approvals faster. Reduce the amount of bottlenecks and improve efficiency for your operations. Define and structure each role within your organization’s purchasing process with complete clarity.

  • Finance - establish and easily ensure enforcement of controls and policies (IE. use purchase orders, ensure approvals, three way matches), while not increasing your headcount. Empower people to stay accountable to their budget, by giving them real time information instead of monthly reports. (Visibility into spending in real time)

  • IT - Gain full adoption organization wide by implementing tools which are easy to learn and fun to use. Procurify worries about the infrastructure and security and reduces the load on your team and it integrates with select tools, and seamlessly passes data between them.

ADDITIONAL RESOURCES

Be sure to tap into all of these additional resources that are available to learn more about Procurify and how it can benefit your business or organization.

NEED HELP TYING IT ALL TOGETHER?

My consulting practice specializes in helping businesses retain their investment in QuickBooks as their core accounting package, while extending the features and functionality through various add-on packages. Tap into my 30+ years of accounting, finance, inventory, and QuickBooks experience.

If you would like to discuss Procurify or other QuickBooks add-ons in more detail, please contact me.

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QuickBooks Inventory Webinars on: Advanced Inventory and Assemblies/Bills of Material/WIP

Please join me for the following webinars to help you get a better handle on tracking
inventory in QuickBooks:

 

 

Please note that each of these webinars have special early-bird discounts that will
enable you to save on the registration.

Hope to see you there!

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Online Order Management System and Customer Portal for QuickBooks

Does your business focus on the Business-to-Business (B2B) marketplace?

Want to spend less time on data entry and related non-value added tasks and are looking for one or more of these solutions?

  • An easy way for your customers to enter their own orders, check order status and inventory levels?
  • A solution for your sales reps so that they can enter their own orders so you don't have to?
  • A link between your order system and your warehouse with full shipping integration?

AND have the ability to have all the above automatically sync with QuickBooks desktop software?

If so, you should take a closer look at Now Commerce.

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CUSTOMER PORTAL

The Now Commerce customer portal feature brings the following possibilities to life for your business and allows your customers to:

  • View real-time pricing and inventory levels
  • Check shipping status
  • View pending orders
  • View account history

This is all done with customized order forms that can be tailored to the specific needs of each customer. These order forms can range from super simple to complicated matrix pricing.

SALES REP PORTAL

The Now Commerce sales rep portal brings many time-saving features into the way sales reps take care of your customers, including:

  • View real-time pricing and inventory levels
  • Check shipping status
  • View pending orders
  • View account history

As well as:

  • Monitor customer activity
  • Set customizable alerts
  • Manage pricing and discounts
  • Only see their own accounts, and not those of other reps

NOW COMMERCE FULFILLMENT PLATFORM

This module provides you the ability to:

  • Share shipping information with your sales reps and customers
  • Electronically transmit shippers from QuickBooks to your third party warehouse
  • Automatically populate QuickBooks with critical shipping data

CHOOSE JUST WHAT YOU NEED

The Now Commerce products are set up in such a way that you can choose just the module(s) you want - if you only want the customer portal, that's all you'd pay for. If you want all three, they can do that as well.

Now Commerce offers a free trial so you can "kick the tires" before making any commitments. In addition, you can watch their video series to get a quick overview of just how these modules work, and the potential savings they can bring your business. You can also take a look at the wide variety of products they have helped their customers sell.

NEED HELP SORTING IT ALL OUT?

B2B businesses are at the core of my consulting practice, especially those in manufacturing and distribution. Feel free to contact me for more information on the Now Commerce set of tools as well as other QuickBooks and inventory concerns you may have.

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Hiding Item Costs in QuickBooks - Can It Be Done?

When it comes to workflows within a business, I've seen a wide variety of them over the last thirty years.

One topic that seems to be entering the conversation with greater frequency these days is the ability to hide the cost of inventory parts, assemblies and kits within QuickBooks.

The reasons for wanting to hide the costs are many and varied, but the desire has been expressed many times.

QUICKBOOKS ITEM SETUP

If we look at a screenshot of the item master, you can see that both the purchase cost (for use on POs) and the average cost (for use with inventory valuations and costs of goods sold) are plainly visible:

QB Item Master Screen Shot

None of the versions of QuickBooks (Pro, Premier or Enterprise) offer the ability to block users from seeing these cost fields, assuming that the user has been given the permission to work with items and inventory. If they don't have the permissions, naturally they don't see item costs. However, they can't access the items either, and in many cases, that will restrict their ability to do their jobs (i.e. receive inventory, create purchase orders, etc.)

ALL ORDERS BY NUMBERCRUNCHER - AN ALTERNATIVE TO ALLOW INVENTORY COST BLOCKING

If this "cost-blocking" is a must have for your business, that will force you to step outside of the QuickBooks functionality to add-on packages that have it.

One such add-on that does off the ability to hide item costs on purchase and sales transactions is All Orders by NumberCruncher.

The screen shot below shows that it is possible to block cost and/or sales figures at the user level if desired:

NumberCruncher User Setup Cost Block

Feel free to explore All Orders in more detail, and take a free test drive if you like too.

UNDERSTANDING THE ADD-ON CONCEPT

Add-ons (some refer to these as "bolt-ons" or "integrated solutions") such as All Orders are designed to fill in gaps where QuickBooks doesn't do something very well, or doesn't do something at all. 

In the case of All Orders, it is designed to be either a stand alone inventory solution, or it can integrate with QuickBooks desktop versions. If you choose to integrate it with QuickBooks, All Orders will then pretty much take over the "front end" of the business (i.e. purchase orders, inventory management, sales orders, etc.), and then QuickBooks will remain in the picture on the "back end" of the business (i.e. bill paying and financial reporting).

There is plenty of horsepower packed into the All Orders package that will help take your inventory management and related tasks to the next level of tracking and sophistication. Naturally, there is an investment of time and money required to get up to speed on it or any add-on for that matter. The good news - when properly chosen and implemented, the return on investment of these add-ons can be quite good!

RELATED INFORMATION:

 

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Easily Import and Export Information Between QuickBooks and Excel With Transaction Pro Tools

Ever find that your business needs the ability to import or export information between QuickBooks and Excel?

Of course, QuickBooks natively offers the ability to export any report to Excel, and does offer the ability to import customers, vendors, and items via Excel too.

But if you need more features, functionality, or control over moving information in and out of QuickBooks, you'll want to take a closer look at the Transaction Pro tools from Baystate Consulting.

TRANSACTION PRO IMPORTER AND EXPORTER

Baystate has created both a Transaction Pro Importer tool to take data from Excel or CSV files and import it into QuickBooks. Their Transaction Pro Exporter program moves data the other way - from QuickBooks to Excel or CSV files.

What type of information are we referring to here?

This is just a short list of the information you can move between QuickBooks and Excel:

  • Customer lists, vendor lists, chart of accounts
  • Item lists (including inventory assemblies!), fixed asset lists
  • Groups and price level lists
  • Item receipts, purchase orders, bills, bill payments
  • Sales orders, sales receipts, estimates, invoices
  • Much, much more...

FREE TRIAL IS AVAILABLE

Care to try before you buy? Fully functional demos of both the Transaction Pro Importer and Exporter tools are available (there are limitations on the number of items you can import/export in the trials of course).

I have found the Baystate team to be exceptionally responsive and helpful to customer inquiries, and they have a very helpful support forum as well where folks can exchange ideas and get questions answered.

Hope you find these tools to be great additions to your tool kit...

 

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History of Items Purchased Report in QuickBooks

Many businesses that carry inventory need to run a purchase history of those items now and then for planning purposes.

If you are one of those businesses, QuickBooks delivers with the Purchases by Item Summary report.

Located by clicking Reports > Purchases > Purchases by Item Summary (there is a detail version too!), you'll unlock a report that looks like this sample (click the image for a larger view):

Purchase by Item Summary Report

Here you can easily pick the range of desired dates, and QuickBooks will then populate the report with the quantity of the item purchased and the total dollars spent on that item as well.

NOTE: This report works just as well for non-inventory parts too!


GETTING A MORE GRANULAR VIEW OF THE PURCHASE HISTORY

Here's a tip if you want to do a more detailed analysis of the purchase history of your items:

On the report above, look for the option at the top of the report that says "Show Columns" and change it to month. Here is how it would look once you do that:

Purchases by Item Summary by Month

In this view, you can see on a monthly basis exactly what is happening with the purchase history of each of your items!

Pair this with the ability to export this report to Excel, you have unlocked a simple yet powerful way to track the purchase history of your inventory and non-inventory items in QuickBooks!

RELATED TOPICS:

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QuickBooks Inventory: Advanced topics and tricks webinar

Does your business use QuickBooks to track inventory?

Want to learn more about some of the advanced features of various QuickBooks versions beyond just setting up inventory parts?

If so, my upcoming webinar is for you.

Here is just a sampling of the topics to be covered:

  • How assemblies work in QuickBooks and how they are different from groups (Premier and Enterprise)
  • How to duplicate parts (Pro, Premier and Enterprise)
  • A review of the unit of measure functionality (Pro, Premier and Enterprise)
  • How the multi-location tracking works (Enterprise with Advanced Inventory)
  • How lot/bin/serial tracking works (Enterprise with Advanced Inventory)
  • Much, much more...

Get more details (and an early bird discount if you want to register!) on this webinar today!

 

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Understanding and Tracking Inventory in QuickBooks -> A Webinar for You

Join me and take a deep dive into the core inventory functionality within QuickBooks Pro, Premier and Enterprise.

On Thursday, February 25, 2016, I'll be hosting a webinar that digs down into the details of what you need to know, including:

  • How to set up and use inventory properly in QuickBooks
  • Figuring out why your current setup isn't working as planned
  • The key differences between inventory parts, non-inventory parts, service items and other charges
  • An understanding of the key inventory reports available to you
  • Much, much more...

We'll be walking through the entire order to shipment process as it relates to inventory in QuickBooks.

For more details and to reserve your spot (be sure to take advantage of the early bird pricing), visit my QuickBooks Inventory Webinar page today!

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What the heck are the flat and hierarchical list view options in QuickBooks?

Take a closer look at the following screen shots out of a sample QuickBooks item list (could just as easily be a view of the QuickBooks customer/job list):

View #1:

Item List - Indented

View #2:

Item List - Flat View

Feel like you are at the eye doctor?

See any difference? (hope so!!)

"HIERARCHICAL" (INDENTED) VIEW VS. FLAT VIEW

When looking at view #1 above, you are looking at what QuickBooks refers to as the "hierarchical" view of the item list (I like to call it the indented view). Whatever you may call this view, it is visually representing that there is an "item/sub-item" relationship going on here.

In this case, Bath/Vanity Fixture is the main item, so it sits at the top of the list. Below it, you see the subitems, such as item # 5029-03-55. These sub-items show up being indented on the list so you can visually see they belong to the parent item above it.

QuickBooks provides this view (and the corresponding item/sub item or customer/job if looking at customers) so you can easily group similar things together within the list - makes for easier viewing and easier filtering of the list data in many cases.

View #2 represents the "flat" view of the list information. There is no indenting going on - all of the item numbers are showing up "flat" up against the left hand side of the list.

CHANGING THE VIEW DOESN'T CHANGE THE UNDERLYING DATA

You can easily switch from hierarchical to flat view and back by simply right clicking on the list and choosing the view you prefer, as shown below:

Item List Display Options

Keep in mind that the view you choose does not affect the data itself. If you have items/subitems or customers/jobs set up, those relationships will stay just as they are.

AND IN CASE YOU SEE THIS...

If you go to do some searching within your customer/job list, you'll then see the list automatically switched over to the flat view of the information. I'm not sure exactly why that happens, but you can easily reset the view by right clicking inside the customer/job list and resetting it back to hierarchical/indented view.

MORE QUICKBOOKS TIPS FOR YOU

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How to Duplicate an Inventory Part or Assembly in QuickBooks

Did you know that QuickBooks Pro, Premier and Enterprise editions provide a handy feature that will allow you to duplicate an item setup quickly?

Tucked into the Item button at the bottom of the Item List (or accessed by right clicking anywhere in the item list), you will see the "Duplicate Item" option, as shown below:

Duplicate Item Button

Just choose the item you would like duplicated, click the Duplicate Item button and a new item screen will appear with a "DUP" in the item number box.

QuickBooks copies over all the settings and details from the existing item into the new item listing. From there, you can edit, change, and delete information as desired.

This is a huge timesaver when working with inventory assembly items and inventory parts. You don't have to build the item again from scratch - just update the information that has changed!

RELATED INFORMATION

 

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