Stocktakes, Stock Adjustments, Bin Locations and Barcodes

Here we’ll cover:

• Managing bin locations
• Assigning barcodes to your variants
• Creating and printing barcodes with the Barcode Printing App.
• Performing a stocktake
• Performing a stocktake of batch tracked inventory
• Performing a stock adjustment
• Performing a stock adjustment for batch tracked inventory

Managing Bin Locations

Using a bin location methodology is crucial for speeding up your entire stock control process - from receiving goods and putting them into storage, to picking and packing for fulfillment.

Once you settle on your preferred methodology and naming convention, QuickBooks Commerce’s bin location functionality will help you and your team know where every variant lives in each respective warehouse location.

Managing Bin Locations in Bulk

You can bulk manage your inventory’s bin locations for one location at a time.

Go to the Settings section. Click Company Details and then click the Locations tab.

Next, click the “Import/Export Stock Location Data” button located near the top right-hand side of the window.

From the popup window, follow Step 1, and select the location where you would like to manage bin locations.

Follow Step 2 and download the .csv file.

Open the downloaded file in Excel or Google docs.

Enter and/or modify the bin locations for each variant within the “Bin Location” column based on your desired naming convention.

In this example, I’m going to use Google Sheets:

When complete, save the file to your desktop as a .csv.

Follow Step 3 and upload the .csv file into QuickBooks Commerce.

You’re done!

Managing Bin Locations Manually

You can manage a variant’s bin location details individually if you so choose.

Go to the Inventory section. Click on either the Products section or the Variants section - each bin location is ultimately set at the variant level - and select a variant.

After clicking on the variant, click the Stock Locations tab.

Enter the bin location details for each respective location.

Scroll down and click the “Save Changes” button.

Note
If you do not see the changes take place immediately, please refresh your browser.

Repeat this process for all desired variants.

You’re done!

Assigning Barcodes to your Variant

If you haven’t done so already, a barcode can be assigned to your variants in two ways:

• Manually
• In bulk via .csv

Assigning Barcodes Manually

To manually assign a barcode to a variant in QuickBooks Commerce, go to the Inventory section and navigate to any variant.

Click on the variant you’d like to assign a barcode to.

Enter the barcode number into the “Barcode” field, then click “Save Changes.”

You’re done!

Assigning Barcodes in Bulk via .csv

To assign barcodes to your variants in bulk, go to the Inventory section, then the Products section.

Click the “Bulk Manage” button located at the top right-hand side of the screen. Select “Update Existing Products.”

Choose one of the listed options.

In this example, we’ll select “No, I need to download a list of my products.”

From the template builder, select the Barcode field.

Click “Build Product Sheet,” then click “Download Product Sheet.”

Using Excel or Google Sheets, enter the barcode numbers to be associated with each variant.

Save the file to your desktop as a .csv file.

From the Product Update window, click the “Upload Filled .csv” button and upload your .csv file.

Confirm the details that you’ll be updating for your variants.

You’re done!

Creating and Printing Barcodes with the Barcode Printing App.

The Barcode Printing App allows you to generate and subsequently print barcodes for individual product variants (a.k.a. variants) within an existing Purchase Order.

Go to the QuickBooks Commerce App Store.

Navigate to and click on the Barcode Printing App.

Click the “Install App” button.

Once the Barcode Printing App. has been installed, new “Actions” will be available within your QuickBooks Commerce account.

Product Variants

From any variant, you will be able to you will now be able to generate a barcode for printing.

To generate a barcode for a variant, navigate to the variant.

Click on the Inventory section, then select a variant from the Variants tab.

Click the “Actions” button, then click “Print Barcodes.”

From the next window, select the number and details of the barcodes that you’d like to print.

Click “Generate Barcodes” when complete, then print your barcodes.

Product Variants within a Purchase Order

From any Purchase Order, you will be able to you will now be able to generate barcodes for printing.

To generate a barcode for product variants on a Purchase Order, navigate to a Purchase Order.

Click on the Stock Control section, then select a Purchase Order from the Purchase Order tab.

Click the “Actions” button, then click “Generate Barcodes.”

Select which variants you’d like to generate barcodes for and click the “Next Step” button.

From the next window, select the details of the barcodes that you’d like to print.

Click “Generate Barcodes” when complete, then print your barcodes.

You’re done!

Performing a Stocktake

QuickBooks Commerce will allow you to perform a stocktake in two different ways:

• Manually
• In bulk via .csv upload

Performing a Stocktake Manually

Go to the Stock Control section and click into the Stocktakes section.

Click the “Create New” button, then select “New Stocktake”

Select the location you wish to perform a stocktake for and click “Begin stocktake.”

There are two ways to do a stocktake in QuickBooks Commerce - Manually or via a Barcode Scanner.

Click “Manual Stocktake.”

Update the variant quantities accordingly. This will be the new quantity recorded in QuickBooks Commerce and it will override the current Stock on Hand value.

Once you have updated the quantities, click “view summary.”

If everything looks good, click “Finalize Stocktake.”

Take a moment to review the stocktake summary. If you made a mistake, you can void the Stock Adjustment.

You’re done!

Performing a Stocktake with a Barcode Scanner

Connect your barcode scanner to your device and make sure it is working.

Click the “Barcode Scanning” button via the Stocktake section.

Scan the barcode on your product variants.

If the barcode exists in your QuickBooks Commerce inventory, each scan will register as a quantity of 1.

You can choose to scan the same variant multiple times to increase the quantity count, or manually edit the quantity of the product variant while in barcode scanning mode.

If you scan the same barcode again after editing manually, it will continue counting from the value you entered.

If the barcode does not exist in your QuickBooks Commerce inventory, it will show an error - barcode is not found. It will not appear on your summary page.

 

Performing a Stocktake of Batch Tracked Inventory

To perform a stocktake on a batch tracked variant, begin the stocktake process as you normally would via the Stock Control section (see instructions above).

Performing a Stocktake Manually for Batch Tracked Variants

Select the variant you’d like to count. From the Batch ID, select the batch for which you’d like to perform the stocktake.

To perform a stocktake for multiple batches, click the “Count Another Batch” button.

Enter the updated count in the “New Quantity” field.

Click ‘View Summary’ and review the information before finalizing.

Once you click 'finalize stocktake', your completed stocktake will be recorded as a stock adjustment. You can view it by going to the Stock Control section and clicking Stock Adjustments.

You’re done!

Performing a Stocktake for Batch Tracked Variants with a Barcode Scanner

In the barcode scanning mode, please make sure your barcode scanner is connected before start scanning your variants.

After scanning the variant, select the Batch ID you’d like to count.

If you wish to count another batch, click to add another batch to stocktake.

For batch tracked inventory, if you do not select a Batch ID after scanning the barcodes, QuickBooks Commerce will not register the changes. Instead, you may see an error like this:

Always ensure that you have selected the correct batch ID(s), input the new quantities, and finalize stocktake.

When complete, click ‘View Summary’ and review the information before finalizing.

Once you click 'finalize stocktake', your completed stocktake will be recorded as a stock adjustment. You can view it by going to the Stock Control section and clicking Stock Adjustments.

You’re done!

 

Performing a Stock Adjustment

The purpose of performing a Stock Adjustment is to absorb the stock. For example, if you have damaged goods, receive or deliver promotional goods, you’ll need to absorb the costs accordingly.

 

To perform a Stock Adjustment go to the Stock Control section, then the Stock Adjustments section.

Click on the Create New button located at the top right-hand side of the screen.

From the dropdown, select “New Stock Adjustment.”

Select the location you’d like to perform the Stock Adjustment in.

Select the appropriate Stock Adjustment reason.

Enter the name of the variant(s) that require a Stock Adjustment. Update the number value accordingly.

Click the “Create” button.

You’re done - you can review the Stock Adjustment now or revert it if you made an error.

Performing a Stock Adjustment for Batch Tracked Inventory

To perform a Stock Adjustment go to the Stock Control section, then the Stock Adjustments section.

Click on the Create New button located at the top right-hand side of the screen.

From the dropdown, select “New Stock Adjustment.”

Select the location you’d like to perform the Stock Adjustment in.

Select the appropriate Stock Adjustment reason.

Enter the name of the variant(s) that require a Stock Adjustment.

Select the variant, the corresponding Batch ID, and adjust the quantity accordingly.

Click the “Create” button.

You’re done - you can review the Stock Adjustment now or revert it if you made an error.

Now let’s walk through how to manage Sales Orders, Backorders, and Selling Past Zero.