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How to double check the accuracy of Inventory Items before going live with OneSource – OneSource: Inventory for QuickBooks Online How to double check the accuracy of Inventory Items before going live with OneSource – OneSource: Inventory for QuickBooks Online

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How to double check the accuracy of Inventory Items before going live with OneSource

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  1. Compare the number of Inventory Item records in your old system to the number of records contained in OneSource.  (If the numbers are not exact, try to determine if it is due to a data import or data re-entry error, or if it is due to a deliberate attempt to refine the newer list of items).

  2. Look for obvious data entry errors:

    1. Open up the Inventory Management form.

    2. Toggle the display to the datasheet view.  (If necessary, remove the form filter to display all records in the form or datasheet).

    3. With all of your Inventory Item records displayed in datasheet view, right-click on one of the records in the first column and select Sort Ascending (or Sort Descending) to view the values in the column in a particular order.

    4. Scroll up and down to look for any obvious (or less obvious) problems with the way the data was entered or imported.

    5. Repeat the process for each column.

    6. Note: You may want to widen, narrow, auto-resize, or move any of the columns displayed in the datasheet to simplify the process of viewing the data in a way that is most helpful to what you are trying to accomplish

  3. Look for incorrect or missing field values:
    1. Inventory Class field: This field should contain one of the following 3 values:

    2. Stock: An item should have a Class of Stock if it is a tangible item that you sell that is purchase to sell from stock, special ordered, or drop shipped.

    3. Service: An item should have a Class of Service if it is not a Labor item or a Stock item.

    4. Labor: An item should have a Class of Labor if the item is specifically an item that is tracked as a Labor item.

    5. Descriptive fields: Look for missing or incorrect values in the item’s descriptive fields, such as:

    6. Description (the description used on Quotes, Orders, Invoices, and Purchase Orders)

    7. Category (the item category)

    8. Sub Category (the item sub category)

    9. Sub Category 1 (the item’s sub-sub category)

    10. Sub Category 2 (the item’s sub-sub-sub category)

    11. Sub Category 3 (the item’s sub-sub-sub-sub category)

    12. Shipping Weight (the items shipping weight)

    13. Unit (the unit of the shipping weight)

    14. Item Unit of Measure (the item’s unit of measure)

    15. Case Pack (the item’s case pack description)

    16. Case Pack UOM (the item’s case pack description unit of measure)

    17. Default Supplier and Manufacturer fields: Look for missing or incorrect values in the item’s default supplier and manufacturer fields, such as:

    18. Default Supplier (the item’s default supplier used for Auto PO’s.  This field is listed as the Supplier Number in the Inventory table)

    19. Default Supplier Item # (the item’s default supplier item number used for Auto PO’s.  This field is listed as the Manufacturer Item Number in the Inventory table)

    20. Manufacturer (the manufacturer of the item, if different than the default supplier)

    21. Mfr Model # (the item’s manufacturer’s model number

    22. Item Characteristic fields: Look for missing or incorrect values in the item’s characteristic fields, such as:

    23. Active (if the item is actively used)

    24. Taxable (if the item is generally taxable)

    25. Special Order (if the item is a tangible item for sale, whether you stock it or not, that typically needs to be special ordered)

    26. Multi-Warehouse (if the item will be received into and sold out of more than 1 warehouse)

    27. Color/Style (if the item needs to be tracked by Lot, pallet, shipping ID, etc)

    28. Serialized (if the item must be tracked and taken out of stock based on a unique serial number for the item)

    29. Matrix Pricing (if you would like to display pricing matrix for the item–on the Financial tab)

    30. Assembly (if the item is an assembly of more than one or more items in the Inventory table

    31. Force Pre-Assembly (if the item is an Assembly item AND if the item should attempt to deplete its own inventory levels, rather than try to automatically deplete the inventory levels of the sub-components in the assembly)

    32. Editable Assembly (if the item is an Assembly item AND if the item should attempt to automatically deplete the inventory levels of the assembly’s sub-components (in order to fulfill an order for the item).  This setting also enables the item’s sub-components to be edited (changed, added, deleted, on the fly at the time of the order)).

    33. Ecommerce (if the item is also sold on the company’s ecommerce website)

    34. Commissionable (if the item is to be included on commission reports)

    35. Item Pricing / Costing fields: Look for missing or incorrect values in the item’s pricing and costing fields, such as:

    36. Retail (this is the price used if no other pricing type is set up.  This is also the price used to calculate a discount when the Default Pricing Type is set to Discount)

    37. Default Supplier Cost (the item’s default supplier cost/price. This field is listed as the Cost from Mfg field in the Inventory table)

    38. Product Pricing Group (the Product Pricing Group name used in each customer’s Custom Pricing tab and in Custom Pricing Templates.  If you are using Custom Pricing, each item should typically be in a Product Pricing Group).

    39. Price Unit (this field is currently used by the MFG Rep type of Quote, Sales Order, or Invoice to determine if the price if per each, per 100, per 1000, etc.)

    40. Buyer (this field is used to narrow the selection of items displayed on the Automated PO’s screen to only those of a particular buyer)

    41. Price Change Datestamp (this field displays the last date the item price was updated)

    42. Item GL Account fields: Look for missing or incorrect values in the item’s characteristic fields, such as:

    43. Inventory (this field is normally the Inventory asset GL account in the Chart of Accounts.  Note: The actual GL Account ID number is stored in the table rather than the Account Number)

    44. Sales (this field is normally the Sales revenue GL account in the Chart of Accounts.  Note: The actual GL Account ID number is stored in the table rather than the Account Number)

    45. COGS (this field is normally the Cost of Goods GL account in the Chart of Accounts.  Note: The actual GL Account ID number is stored in the table rather than the Account Number)

    46. Item Stocking information fields:  Look for missing or incorrect values in the item’s characteristic fields, such as:

    47. Picking Order (this is a numeric field used by the Stock Picking Tickets to arrange items to be picked off the shelf by Picking Order, then Location, then Bin)

    48. Location (this is an alpha-numeric field used by the Stock Picking Tickets to arrange items to be picked off the shelf by Picking Order, then Location, then Bin)

    49. Bin (this is an alpha-numeric field used by the Stock Picking Tickets to arrange items to be picked off the shelf by Picking Order, then Location, then Bin)

    50. (Min.) Reorder Point (this field is used to display the minimum quantity in stock that you would like to have at all times. This field is displayed on various Inventory stocking reports and is also used by the Automated PO’s system).

    51. (Max) Stock Level (this field is used to display the maximum Stock Level that you would like to bring the inventory level up to when the stock level has fallen below the (Min.) Reorder Point. This field is displayed on various Inventory stocking reports and is also used by the Automated PO’s system).

    52. Quantity in Stock, Quantity on BO, Quantity on Order (these fields display the Quantity in Stock available for sale, the Quantity on Back Order, and the Qty on Order on PO’s.  These fields do not need to be updated manually, as they are all auto updated each time an item is received, each time an item is shipped on a Sales Order, each time the Recalculate Qtys button (on the Availability tab) is pressed, and each time an Auto PO is calculated)

  4. Create a few test Quotations in OneSource using various Inventory Item Numbers.

    1. Look for the proper insertion of:

    2. Inventory item description

    3. Inventory item price

    4. Etc…

Previous How to double check the accuracy of General Ledger Chart of Accounts and GL Settings before going live with OneSource
Next How to double check the accuracy of Supplier and Vendor records before going live with OneSource
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