Added optional "Qty received" and "Qty delivered" columns to invoices

[lubos]

Inventory Items tab can track up to 10 different quantity balances for each inventory item:

• Qty owned
• Qty to receive
• Qty to deliver
• Qty on hand
• Qty reserved
• Qty available
• Qty on order
• Qty to be available
• Qty desired
• Qty to order

Using Edit Columns function, you select which quantity balances are important to you to track.

Each transaction that you enter into the program will have effect on multiple quantity balances.

For example:

• Payment transaction purchasing inventory item will increase Qty owned and Qty on hand.
• Goods receipt will decrease Qty to receive and increase Qty on hand.
• Purchase order will increase Qty on order
• etc.

All straightforward so far.

The issue was with sales and purchase invoices where they would always increase/decrease Qty owned but whether they would increase/decrease Qty on hand / Qty to receive / Qty to deliver would depend on whether invoice has been linked to order and whether inventory item had tracking Qty to receive / Qty to deliver enabled. This was too complicated. Not to mention, if was forcing users into workflows they didn’t want to be forced into.

The latest version (24.6.14) is solving this issue by removing Track quantity to receive and Track quantity to deliver checkboxes from Inventory Items.

And replacing them with checkboxes on sales & purchase invoices.

Purchase Invoice:

Sales Invoice:

Having Track quantity to receive and Track quantity to deliver checkboxes on inventory item level was problematic because enabling/disabling them once you already had transactions meant the quantity balances for the given inventory item would change retrospectively which is bad.

New checkboxes on invoice level do not have this issue. Here is how these new checkboxes are meant to be used:

If you are recording new purchase invoice and do not check Column - Qty received checkbox, then the purchase invoice will increase Qty on hand and Qty owned by the same amount.

If increase for Qty on hand and Qty owned should be different (for example, supplier has only issued invoice but didn’t deliver goods or delivered incorrect quantities), check the Column - Qty received checkbox. This will add to your purchase invoice 2 extra columns:

This allows you to specify by how much Qty on hand should be increased. For example, in this case we entered 100 as Qty received. This means our Qty on hand will increase by 100. The difference between invoiced quantity (500) and Qty received is your Qty to receive figure which will be used to increase Qty to receive for inventory item.

The benefit of this approach is that when drilling down into quantity balances, it’s obvious why every transaction is in there. The figures are shown right on the invoice.

But there are other benefits too.

If you had Track quantity to receive checkbox checked on inventory item level, then you were forced to be recording Goods Receipt transactions for all inventory purchases. Now, you only need to be recording Goods Receipt transactions for purchase invoices where Qty received is different from invoiced quantity.

The same has been implemented on sales invoice side.

[shahabb]

@lubos On Sales/Purchase Order Tab Qty to deliver is renamed to Qty reserved (Other than that both are same) and that Delivery Status was helpful. If you can add it back maybe rename it to Order status or something (Completed, partially completed). even though Previous names would work too.

[Innogetics]

Dear lobos, thanks, the improvement will be helpful. I am just wondering how can a correct or offset the quantity at hand (have to make adjustments after stock and admin differ)

[Ahmad-A2Z-Orders]

Hi Shahabb

qty to deliver & qty reserved both same with negative
and numbers are also different (it is not only renamed)

everything was working very good
I don’t know what has happened within 24 hours

[shahabb]

I would suggest wait for @lubos reply. Maybe he would push an update to automate the process thats needed to be done.
If not, then follow what i have suggested in the other topic to Batch update the Column-Qty Delivered/Received on Sales/Purchase invoices respectively.

[lubos]

@Ahmad-A2Z-Orders

qty to deliver & qty reserved both same with negative

Qty reserved is negative when more goods are delivered to customer than what they’ve ordered.

Now from management point of view, I think Qty reserved should be ignored if negative. In the end, the purpose of Qty reserved is to calculate Qty available which should be lower or equal than Qty on hand.

So if you have any orders that were over-delivered, Manager should ignore them because they would be inflating Qty available which inflates subsequent totals.

So in the latest version (24.6.15) your Qty reserved won’t be negative anymore.

As for Qty to deliver, negative figure cannot be ignored. Because that is total what you have invoiced to customers minus what you have delivered to customers. If the figure is negative, then you have delivered more quantity than invoiced. You need to click on these figures to obtain ledger and rectify.

@Ahmad-A2Z-Orders

everything was working very good

It was just an illusion.

Your transactions have not been changed. They are being interpreted differently to give you accurate state of your inventory. I’ve realized the previous model for calculating various quantities was incorrect. For example, the previous model would not make it obvious that you are delivering to your customers higher quantities than what they are being invoiced. This is important because your gap between Qty owned and Qty on hand is only growing higher and one of those balances are surely wrong. Either Qty on hand doesn’t represent what you physically have in the inventory or your cost of goods sold is calculated wrong due to Qty owned being wrong.

Can you drill down into your Qty to receive and Qty to deliver figures to see why they are negative? You have basically recorded that you’ve delived/received more inventory than being invoiced (both on customer and supplier side). Why do you think is that?

[Ahmad-A2Z-Orders]

First of all thanks Lubos

According to the picture (as an example for 1 item) that I attached previously, the quantity in stock is 16 correct and identical 100%
But the numbers in qty to receive, qty to deliver, qty to reserved on negative & qty available I don’t know from where this number came

There is no order delivered more quantity to any customer, as each customer checks the items and quantity and signs the invoice manually after receiving his order
and we made an inventory last week and it is 100% correct with no mistake
so from where are these negative numbers coming

What is confirming my words that I wrote that everything was in order
After the update you mentioned (24.6.15), everything has returned to how it was, without negative numbers (not an illusion)

Also in the purchase orders, the negative numbers are gone, and back as it is before correctly and matches

[lubos]

@Ahmad-A2Z-Orders

There is no order delivered more quantity to any customer, as each customer checks the items and quantity and signs the invoice manually after receiving his order

This can be easily proven incorrect if you click on the negative balance under Qty to deliver column. It will group Qty to deliver by customer. Clicking on the figure for specific customer will reveal individual Sales Invoices and Delivery Notes how they increase/decrease Qty to deliver.

Let’s look into one specific customer and see what is going on. You can post screenshots.

[Ahmad-A2Z-Orders]

First, the way I work with my customers is:
Sales quotation (take confirmation by customer) → sales order → delivery note → change the sales order to sales invoice according to all signed delivery notes
Note: the quantity in the sales order decreases according to qty on the delivery notes, so I can know if the client received more qty or still there is qty remaining to deliver or completed (0) and needs to close the sales order (check the photo for real case that already has now for another client)

Now let’s put a specific customer as an example of what you said:
first here is one item having a negative qty to deliver

when I click on the negative number it will show all clients who we delivered this item to them (all in negative):

Then after clicking on the number (-73), it will show all delivery notes we made to this client:

let’s find and see the first delivery note number 523 in the delivery notes section:

When we find and open the delivery note, we can see the sales order number and sales invoice number (this I write manually after closing the sales order) because the manager not take it automatically:

[Ahmad-A2Z-Orders]

Which post was deleted?

[lubos]

@Ahmad-A2Z-Orders I think the concept Columns - Qty received and Columns - Qty delivered is probably just adding extra complexity.

There are 10 quantity columns for each inventory item so I think we need to keep these calculations extremely simple and straightforward otherwise people will be confused.

Can you have a look at the latest version (24.6.16) ? I made it so Qty to deliver is simply sum of all:

• Sales Invoices (sales invoices increase the figure)
• Delivery Notes (delivery notes decrease the figure)
• Credit Notes (credit notes decrease the figure)

Inventory items - Quantity columns

The latest version (24.6.16.1660) is implementing inventory quantity columns in the following way. Not every business will see changes to their balances in quantity columns. If you see changes, this topic explains how the columns are being calculated and what to do if the column balances don’t reflect reality. But first, how the columns are calculated: Qty owned All general ledger transactions are included. No change here. It has been always this way. for example: Purchase invoices incre…

[twodogzz]

@lubos

The latest version (24.6.14) is solving this issue by removing Track quantity to receive and Track quantity to deliver checkboxes from Inventory Items.

And replacing them with checkboxes on sales & purchase invoices.

Purchase Invoice:

Sales Invoice:

I’m using the Cloud Edition, version 24.6.16.1660, but I can’t find these checkboxes. Wondering if there’s a known issue?