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W
Wallace
October 28, 2020
Question

Low Stock Alerts

  • October 28, 2020
  • 4 replies
  • 27 views

We have the desktop version of Enterprise for Manufacturers and Wholesalers. We have setup low order points inside the inventory but do not get alerted when stock is running low. I have read how this feature is available to online users but can not find how desktop versions can get alerts. Is that feature available to us and does anybody know how to set it up? Stay safe and healthy ! Thank you in advance !

4 replies

M
MadelynCModerator
Moderator
October 28, 2020

You’re most welcome, @Wallace.


All QuickBooks Desktop has inventory tracking capability like Online. The good thing about Enterprise edition, it has the most powerful and comprehensive inventory management tools.


If QuickBooks Online uses reorder points to let you know what’s running low and what’s out of stock. In QBDT Enterprise, you’ll just want to turn on the inventory tracking to have this function.


Here’s how:

 

  1. Go to the Edit menu, then select Preferences.
  2. Choose Items & Inventory, and then select the Company Preferences tab.
  3. Select Inventory and purchase orders are active.
  4. Select “Warn if not enough inventory to sell,” then you can choose “When the quantity I want to sell exceeds Quantity available.”
  5. You can also select “Don’t allow negative inventory quantities” to keep your books accurate.
  6. If you use a unit of measure to track products, select Enable in the UNIT OF MEASURE section.
  7. Press OK.


You can read this article to learn more information about tracking products. It contains complete instructions to organize items in the program. 


I also have a link here that tackles Advanced Inventory in QuickBooks. It enables you to manage end-to-end sales order fulfillment, lets you track items easier, and tracks the quantity and value of inventory in multiple locations accurately.


I’m always around if you have any other concerns aside from getting alerts for inventory. I want to make sure everything is taken care of. Have a good one. 

J
jatlas
November 11, 2022

Hi,

  I am using QB Premier 2021. When I go to Items and Inventory>Company preferences, I don't have the option:

Don't allow negative inventory

 

My only two options are Qty exceeds items on hand or Qty exceeds items available. We have Qty available selected, but occasionally it won't show the warning dialog box. Could you please advise on how we can make sure that we don't go into negative inventory?

Thank you.

DivinaMercy_N
DivinaMercy_NModerator
Moderator
November 11, 2022

Hi there, @jatlas. I'm here to provide some details about managing inventory in QuickBooks Desktop (QBDT). 

 

I appreciate you joining this thread and sharing information about your inventory concern. To start, the option Don't allow negative quantities is only available if you're using the QuickBooks Desktop Enterprise version. This is why you're unable to see it in your QBDT Premier 2021 account. 

 

For your other concern, let me provide some insights about the negative inventory and how to avoid it. In QBDT, when you record a sale before its equivalent purchase, you'll end up with negative inventory. For instance, you might sell inventory items that you don't stock. 

 

Feel free to check this article to resolve negative inventory issues you may encounter in QBDT: Fix negative inventory issues in QuickBooks Desktop. 

 

It's also easy to run inventory reports to keep track of specific data about your products and services. To get started, simply go to the Reports menu and hover over the Inventory section. From there, choose whichever report you need. 

 

Please keep me posted if you have any other concerns about managing inventory in QBDT. I'd be glad to assist you further. Have a good one and take care.

S
Sure52
October 29, 2020

I am looking for the same information wallace is seeking. The information provided did not give us any information on getting alerts on low inventory. Can this be done in enterprise or do we have to purchase an app? Thanks you for your time.

MaryLandT
MaryLandT
Level 10
October 29, 2020

Allow me to join this thread and share some insights about getting alerts on low inventory in QuickBooks Desktop (QBDT), Sure52.

 

Getting out of stock works differently in QBDT. Hence, you don't need to purchase an app.

 

The system won't let you create a transaction when there's no enough quantity on hand. See the attached screenshot below for your visual guide.

 

Once this alert appears on your screen, that's the time you need to purchase item. 

 

Also, QuickBooks lets use the reorder points and receive a notification that your items are low. Let me show you how:

 

  1. At the top menu bar, click Edit.
  2. Go to the Preferences.
  3. Select Reminders.
  4. Choose Company Preferences.
  5. On the Inventory to Reorder option, select the Show List radio-button.

       6. Once done, click OK. 

 

Don't hesitate to click the Reply button if you have any other questions. I'm always here to help you out. 

S
Sure52
October 29, 2020

Thank you, So after following the steps you gave me will I be alerted when my assembly parts go below my minimum?

MichelleBh
MichelleBh
Level 8
February 5, 2021

Thanks for following the steps above and the prompt reply, @Canadaeh.

 

I'll explain some clarifications about getting reorder reminders in QuickBooks Desktop. 

 

You can get the reminder either by pulling up a report or automatic pop up within your product. Then customize it to weekly, monthly, or yearly. 

 

You can access the Inventory Stock Status by Item or Reminder List.  Please refer to the screenshots below on you can access the said reports. 

 

 

 

To automatic pop up, you'll need to make sure that the Bring back all one-time messages is enabled. That way, you'll get a pop-up reminder on the main page. 

 

Here's how: 

 

  1. Go to the Edit menu, then choose Preferences. 
  2. Select General and hit Company Preferences. 
  3. Put a check in the Bring back all one-time messages. 
  4. Tap OK. 

 

I also encourage reading this article to help you track inventory stored at different sites or locations: Set up Advanced Inventory.

 

If I can be of any additional assistance, please don't hesitate to insert a comment. Stay safe.

    D
    DREANI
    November 16, 2023

    Hi thank you for sharing.

    I have a question. This worked perfectly to see the items that need to be reordered, overall for that item.

    Nevertheless, if I need this same information but on the report Inventory Stock Status by Site it is not working. So for example, I have an item that needs to be reordered on one site but not on the other site, and I am not being able to get this Order checkmark on it.
    (Yes, it is possible for my operation to have the same item on different sites, for different purposes)

     

    Please help!

    thank you

     

    A
    Anonymous
    November 16, 2023

    Thank you for joining this thread about reports data, @DREANI. I can share further details about why the following columns aren’t showing the same data compared to the other one.

     

    QuickBooks Desktop uses a concept called Source and Targets to apply accounting principles and processes, like recording transactions and displaying reports. Thus, when building a report, QuickBooks looks at individual transaction lines.

     

    If a line matches the report set, then the line is added to the report. Note that different reports read a transaction differently so the two reports you might think should have the same amount or detail may, in fact, show different information.

     

    I understand how this filter can be useful to create more effective reports. Thus, we can extend this concern to our product development team by sending feedback directly to them. This way, we can comprehend what our customer demands for the application.

     

    Here’s how:

     

    1. At the top, select the Help menu.
    2. Choose Send Feedback Online then click Product Suggestion.
    3. Type in your feedback or feature request.
    4. Click the Send Feedback button.

     

    Moreover, I’ll add this article to learn more about the principles of reporting data. You can also check on how you can customize them in a more effective way: Understand reports.

     

    Your idea of presenting data in reports is valued. Thus, if you have further queries about managing inventories or any QuickBooks-related matters, let me know in the comments below. I'll be here immediately to assist you. Have a good one!

    R
    Rubmat
    New Member
    April 30, 2026

    Hi,

     

    I moved the "Inventory to reorder" to "show list" but it is not coming up in my reminders at all. 

    How do I add this to reminders?

    G
    GenieBabe_LQuickBooks Team
    QuickBooks Team
    April 30, 2026

    Once you move Inventory to Reorder to the Show List, it should appear in your Reminders. Please review it and ensure you select OK after enabling the feature.

     

    If it still doesn't show, please update your QuickBooks Desktop (QBDT) to the latest release and run the Verify Data tool to check for file errors. Select the Utilities from the File section, then choose Verify Data.

     

    If your data has lost integrity, please visit this article for further guidance: Verify and rebuild data in QuickBooks Desktop.

     

    If the issue persists, contact our Live Support team, as they have specialized tools to investigate further.

     

    Feel free to comment below if you have more questions about QuickBooks.

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