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Understand how transaction modification can affect build status

QuickBooks maintains the quantity and cost associated with an item on a given date and uses this information when recording transactions, such as building an assembly or purchasing or selling an item, and when calculating the average cost of inventory.

QuickBooks allows you to modify and delete transactions in the past, which can change historical information for items involved in these transactions and items "related" to items involved in these transactions. Because inventory assemblies contain related items (component inventory part items or other assembly items), modifying past transactions can cause a "ripple effect" that can sometimes unexpectedly change assembly build transactions to the pending state.

In general, any transaction you make that causes component quantities to be less than the amount needed on the date of a build transaction can cause a finalized build to change to pending. If this happens, QuickBooks will notify you that the action you are taking will change existing builds to pending. Most often, finalized builds become pending when you:

  • Enter a bill for an item receipt (delay payment of a bill of receipt for inventory component parts until after you have built assemblies)

  • Enter a predated invoice transaction

  • Postdate or delete an item purchase transaction or receipt

  • Change the quantity of inventory parts (adjust quantity on hand) in such a way that the adjustment date falls before the assembly build date

Examples

Deferring bill payment: Suppose you receive component inventory parts separate from a bill, enter the shipment into QuickBooks, and build assemblies using those component parts. If you receive the bill for component inventory parts after you build the assembly, you could accidentally cause your build to change to pending when you pay the bill. This happens because a bill payment transaction changes the item receipt date for the component inventory items received. If the bill date is later than the build date, QuickBooks assumes there were not enough component parts available in inventory to build the assemblies you requested on the build date (even if the build has already occurred), and marks the build as pending.

Predating sales transactions: Suppose you create a sales transaction, such as an invoice, sales receipt, or statement charge, that contains assembled inventory, and then manually change the date of the transaction to a date prior to the assembly build date. While the assembly items appear to be available in inventory as you create the invoice, when you save the invoice and the invoice transaction is posted in QuickBooks, QuickBooks assumes the assembled units were not available on the day the build was generated and the status of the build is changed to pending. This situation can be compounded when the assembly affected is a component of another assembly item and was used in other build transactions. In this case, many assemblies in the nested hierarchy could change to pending when only one transaction is modified.

Postdating or deleting an item purchase transaction or receipt: Suppose you purchase additional component items and increase the quantity of one or more component items in an assembly. If the build transaction for this assembly occurs after the date of the purchase transaction, the build transaction is dependent on the component quantity specified in the purchase transaction. If the purchase transaction is then moved (postdated) after the build transaction date or is deleted, the build transaction is changed to pending.

Changing quantity on hand for component parts: There are three ways you can change a build transaction to pending when you change quantity on hand for component parts. When you:

  • Adjust quantity on hand for component items (create a new quantity adjustment transaction), reducing the quantity of components available in inventory below the quantity needed for one or more assemblies and then specify a date in the quantity adjustment transaction that is prior to the date of the assembly build transactions.

  • Modify an existing adjustment transaction (dated before the assembly build transaction), reducing the quantity on hand for components used in assembly items.

  • Change the date of an adjustment transaction that increased component quantity to a date that occurs after the build transaction date.

In each of these situations, the inventory adjustment transaction makes the available component quantity insufficient on the date of one or more build transactions, so the affected builds are changed to pending.

See also

KB ID# H_INVTRY_HOW_CHANGES_AFFECT_BUILD_STATUS
12/3/2016 1:50:49 PM
PPRDQSSWS406 9138 Pro 2017 347c04