DESKTOP EDITION CLOUD EDITION SERVER EDITION GUIDES FORUM

Inventory on hand and Sales on inventory price issue


#1

I mentioned in my other post that there was an issue with Inventory On Hand and Sales on Inventory prices not working correctly. I thought that I would open a new topic rather than create an off topic addon for the other post.

I have isolated what the exact problem is. Create a Sales Quote for a product worth say a sale price of £6. If you copy that Sales Quote to a Purchase Order, Purchase Invoice or Sales Invoice, it works perfectly and does what I expect it to do.

Howerver if you copy the Sales Quote to a Sales Order, it retains the sales of inventory price, but changes the field to inventory on hand and then everything else is wrong after that. While the program was open, I was able to copy the Sales Order to a Purchase Order (and it had the sales price not the purchase price). I then went into the original Sales Quote and copied that to a purchase Order (and again it had the sales price). Once you have copied the Sales Quote to a Sales Order and keep the program open- everything else is wrong after that!

In short when you copy the Sales Quote to a Sales Order, the Sales Order form is inputting the inventory on hand field instead of the sales on inventory field (while bizarrely enough still retaining the sales price) It also for some reason deletes the sales of inventory field in the original Quote!

I have just updated to the version 15.1.74 to see if this would fix it. Thank you.


#2

Sales orders are meant to be internal only, so i think when you are creating a sales order it is not really a sales of inventory.


#3

When you copy Sales quote to Sales order, I don’t really see why you should expect different price.

Sales order is basically a purchase order from your customer’s point of view.

Also, why do you want to use sales orders tab? You don’t have to. Sales orders are only useful if you want to keep track what your customers have ordered and you are not yet ready to send them an invoice. If you send customers invoice right after they order from you, you don’t need to use Sales Orders tab at all.


#4

Sorry, I am not explaining the problem very well. I will buy a product for £5 and sell it for £6. I will quote the client and select sales on inventory and it will show the price as £6 - This is correct! When I copy the quote to a sales order, the price is still £6 which is correct, BUT it changes the sales of inventory to inventory on hand (which it should not do!) When I copy the sales order to a purchase order, it shows the product as inventory on hand (Which is correct), but it shows the price as £6 (which is my selling price) instead of £5 (which is what I pay for the product!

If instead of creating a quote and copying to sales order, I instead copy the quote to a purchase order, the purchase order will show inventory on hand (which is correct) and it will change price to be £5 which is the price I pay for the product! So it works when copying from quote to purchase order, but does not work when copying quote to sales order and then on to a purchase order.

In addition, if I copy from quote to sales order to sales invoice, sales order changes sales of inventory to inventory on hand (which it should not do!) and thus when I copy the sales order to sales invoice, the sales invoice also shows inventory on hand instead of sales of inventory!

The reason I want to use sales orders is so that I have a record of exactly what the client wants to buy as I don’t always purchase the items immediately as sometimes the install date is a couple of months away so I need to create a sales order to have a record of what I intend to purchase for that client. I could create a purchase order for each item, but prices change frequently in the computer world - its easier for me to create one sales order instead of multiple purchase orders that I may have to alter in two months time.

I hope that I have explained the problem better, otherwise I will create a video to demonstrate the exact issue I am encountering Thank you


#5

Hello, i am not sure if i got you right, but i have noticed that if the date of sale for a certain item is before the date of purchase of that item then Manager does not account for it properly. So maybe it s the same thing with sales quotes and purchase orders. So if you do not have the item yet, try to create a purchase order then a sales order rather than the other way around. I do not know if it works or not.


#6

I am not certain I followed your last explanation correctly, @dalacor. But I notice a couple of points:

  1. You first note that when copying a quote to a sales order, Manager changes to inventory on hand. Why do you believe this is wrong? You cannot sell inventory you do not have.

  2. Also in your first paragraph, you say that the purchase order should not show your selling price. Why not? This is the transaction that tells Manager what the customer is buying, and at what price. To me, the behavior you describe is exactly what you should expect.

  3. Your description of copying a quote to a purchase order in your second paragraph sounds like proper behavior to me.

  4. While I understand your purpose, as described in paragraph 4, I see a possible flaw in your logic. If the price changes between the times of sales order and purchase invoice or sales invoice, you are really talking about a different transaction. So you should not expect to carry information forward. Remember, sales orders are informational, not transactional. Manager recognizes revenue through the sales invoice, not the quote or sales order.


#7

Interesting points you make Tut.

  1. I sort of see your point, but I don’t see why the program changes it for a sales order but not for a sales invoice. I can imagine that there must be occasions when goods are out of stock, but you want to create a sales order.

  2. When I say purchase order, I am referring to MY purchase order that I am placing with my suppliers - in other words the form that I am using to order the goods and the price I am buying is not the selling price. Not the clients purchase order, my purchase order.

  3. I may have to go with option listed in point three if the sales order reflects the wrong information.

  4. I can understand your confusion. The price change that I am referring to is the price change for me buying the product, not for me selling the product. What I want to do is create the sales order to reflect that a quote has been accepted and to put on the system what items I need to order. The prices in the sales order will remain the same as the client has accepted the quote. The prices I pay may or may not change, which is why I don’t want to create the purchase order until I am actually ready to buy the products.

I frequently have a period of delay in acceptance of the quote and ordering of goods so I need something like a sales order on the system without having to put my purchase order on yet.

Sorry, my business sounds quite confusing and I guess that I am not explaining myself well.


#8

The program should not do that. many businesses require payment first, then they order whatever they need. the order of the po and sales order should not matter.


#9

Your further explanation makes some things clearer, @dalacor. This exchange points out just how hard it can be to understand someone else’s workflow without being able to see the actual accounts.

Yes, I did misunderstand you. When you said purchase order, I interpreted that as purchase invoice. Now that I understand things a little better, let me offer another observation. This is, again, an unrelated transaction. The quote is between you and your customer. Your purchase order is between you and your supplier. So I would not expect seamless carryover of information. However, your purchase order should reflect your buying price. Both sales quote and sales invoice should reflect your selling price. If that’s not what is happening, something is amiss. Since I haven’t read of others complaining about this function, it seems doubtful the problem is within Manager. If you are sure you are entering the transactions correctly, then there is some flaw that I can’t decipher from afar.


#10

I would suspect its because most people don;t use the sales order - they do quotes and sales invoices. What I would recommend is you create an inventory item for £10. Make the selling price for £12. Create a quote for a client and copy it to a sales order and you will see the sales order change sales of inventory to inventory on hand. copy that sales order or the orginal quote after you have created the sales order and you will see the purchase order to buy from suppliers is not right and I have to close the program down and re-open before I can copy the quote to purchase with the correct details.

I do understand where you are coming from. Its hard to visualise what someone else is trying to do, which is why I was thinking of making a video to demonstrate. Best way for you to follow is to create an inventory item and do the quote - copy to sales order and copy to purchase invoice and you will see its not working as it should

Thanks


#11

Please understand, I am not a developer of Manager. I am just a user like you, trying to help if and when I can.


#12

Yes I do realise that. I just meant, that if you wanted to understand the issue I am encountering, the simplest way to see what is happening is to duplicate what I did. sorry I don’t expect you to spend time fixing my problem - it was just my suggestion of how to view the problem.


#13

I agree with @dalacor dalacor this seems like a possible bug here with repect to the copy from the sales quote to sales order. Not the price, as @lubos says it should stay the same but rather just with respect to the ‘Account’.

When I create a quote it uses the "Sale of inventory items Account’ . Now this is just a quote so it’s doing nothing.

Now I copy to a sales order and it switches it to ‘Ivntory on Hand’ as the account.

Now the reason that is a problem is the workflow from Sales Order to Sales Invoice. Remember when you issue a sales invoice as dalacor pointed out we use the Sale of Inventory items account to record the sale and decrement inventory. Now, if we are using Sales orders you’d typically copy them to create a Sales Invoice. The sales invoice wont accept the Inventory on Hand account and needs to have the ‘Sale of Inventory Items’ account on it so it would have been useful if the Sales Order had used that account so that when copied to a sales invoice it came across correctly.

Now I’ve never used quotes before just sales orders and when I enter them manually I use the sales of Inventory items account on the lines of my sales order then copy it over to an invoice and everthing is good.

So - the problem lies with the copy function from the quote to the sales order, had it copied the account correctly from the quote to sales order the whole process would have flowed correctly.

As it stands the user either needs to fix the account on the sales order lines after copying from the quote or fix the invoice lines after copying from the sales order.

I have not looked at the purchase side of this but I think maybe the issue needs to be split into manageable parts so if we start just with the Order to Cash Side, you would think that from QUOTE > SALES ORDER > INVOICE the accounts and sales prices specified on the lines should copy accross exactly from source document to target document throughout the process.


#14

This was a bug. I didn’t realize copying sales quote to sales order was changing the account name. It shouldn’t.

This is being fixed in the latest version (15.1.82)


#15

Thank you. I will test it out tomorrow. Much appreciated. :smile: