Troubleshooting Inventory Problems

I am not getting correct inventory amounts!

Here's a troubleshooting checklist for inventory problems in Goldenseal accounting software:

When an item is not being tracked for inventory (inventory quantity is zero):

  1. First, choose Cost Items from the Costs menu, and locate the record for the item having the problem.
  2. Check the Inventory Quantity field-- is it the expected quantity?
  3. Click the Inventory Setup button. Is the Inventory checkbox turned on? If not, turn it on, and Goldenseal will start tracking inventory for this item, from now on. NOTE-- it will not go back and add inventory from past purchases.
  4. Is the checkbox on, but it's not adding inventory? If so, choose Material Purchases from the Costs menu, and locate the purchase where it was added.HINT-- you can use the Find command to locate all purchases that have that item entered as a breakdown.
  5. What is the status of the purchase? If Void, Job Cost Only, Pricing Only, Disputed or Planned, it won't add any inventory.
  6. What's in the breakdown popup on the right side of the window? It needs to be Items for Goldenseal to know which items are being added.
  7. Is the desired Cost Item in the breakdown table? If not, it won't be added to inventory.
  8. What is the quantity of the item? If zero, there's nothing to add.
  9. If all the above is OK and it still wasn't added, then the option to track inventory probably was turned off when the purchase was entered. Try duplicating the purchase and saving that record-- if it adjusts the inventory quantity, then everything is set up correctly and will update in the future. HINT-- the user may need to create an Inventory Transfer to enter some startup stock for the item.

When an item is giving no warning for low inventory:

  1. Choose Preferences from the Options menu, and choose Income from the submenu. Is the Warn about Low Inventory checkbox turned on?
  2. Choose Cost Items from the Costs menu, and locate the record for the item having the problem. Check the Inventory Quantity field-- is it the expected quantity?
  3. Click the Inventory Setup button. Is the Inventory checkbox turned on?
  4. What is in the Inventory Action popup field? Several of the choices there do not result in a warning. If they want a warning, they should probably change it to Ask What to Do.
  5. Choose Sales from the Income menu, and locate the sale in question.
  6. What is the status of the sale? If Void, Job Cost Only, Quote Only, Planned or Disputed, it won't nag about low inventory.
  7. What's in the breakdown popup on the right side of the window? It needs to be Items for Goldenseal to know which items are being sold.
  8. Is the desired Cost Item in the breakdown table? If not, it won't be checked for sufficient inventory.

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