The negative inventory needs to be fixed. Either Sage officially make this a "feature' of the software that allows the admins to turn on or off, or they need to provide a fix for this. Inventory that goes to negative messes up reports and creates auditor problems.
Here are two scenarios where it could easily happen between two users simply doing their work.
*Average Valuation* - An item with only 100 qty on hand.
User#1
1. Create transaction entry (Adjustment), remove 100 qty from an item (-100 qty)
2. Saves transaction entry (don’t post yet)
(Note: also happens with PO Return of Goods entry)
User#2
1. Before user#1 posted the transaction entry, user#2 created a sales order with the same item, and invoiced the entire 100 qty
2. User #2 updated/posted the invoiced batch, now the qty in Item Inquiry shows 0
User#1
1. Posts the transaction entry
2. Sage subtracts the 100 qty from the transaction entry, and now shows -100 under Item Inquiry
*Lot Serial* - An item with only 100 qty on hand
User#1
1. Create transaction entry (Adjustment), remove 100 qty from the lot (distribute)
2. Saves transaction entry (it needs to be saved)
3. Re-open the transaction entry, delete the line that was created in step 1 above, but leave the transaction entry window open, don't do anything else. (At this point, Sage already releases the distribution)
User#2
1. User#2 created a sales order, invoice the order. Since the 100 qty was released from distribution, we can successfully distribute the entire 100 qty onto the invoice.
2. Save the invoice and post. At this point, Item Inquiry shows 0 for the lot. (Note: the user can just leave the invoice saved and post at a later time, will be the same result)
User#1
1. While still in the original Transaction Entry window with the line item code deleted in the entry, for whatever reason, the user now decides to Cancel the Transaction Entry
2. Upon cancelling the transaction entry, the 100 qty that was previously saved, got reverted, so Sage re-distributed back the 100 qty onto the lot
3. User proceeds to post the Transaction Entry. Since the 100 qty was already taken by user#2's SO, posting this Transaction Entry will result in a negative 100 qty on the lot.
by: JASON Y. | over a year ago | General Enhancements
Comments
There's needs to be an option that we can set to prevent and/or warn the user when an update will cause a negative.