Within erplain, your On-Hand inventory is updated every time you create any of the following transactions:
- Shipping Orders (from Sales Orders)
- Invoices
- Product returns
- Stock entries
- Stock removals
- Purchase Deliveries (from Purchase Orders)
Erplain will sync your On-Hand inventory with QuickBooks for all these transactions except for Shipping Orders. Shipping Orders are created from Sales Orders, and are not supported by QuickBooks Online. From the time you create the Shipping Order in erplain to when you create the Invoice from the Sales Order or Shipping order, you will notice a temporary difference between erplain and QuickBooks.
At any time, you can check your Inventory level, including your QuickBooks stock level directly from erplain. Simply go to the menu 'Inventory' > 'Stock Level':
You can click on the QBO Inventory number, it will give you the details on the difference between erplain and QuickBooks:
You can block the stock sync from QuickBooks to Erplain (optional) from Apps > Configure QuickBooks > Stock and Stock locations.
If the option is active, updates coming from QuickBooks will no longer adjust your inventory in Erplain. In addition, QuickBooks inventory will no longer be visible in your stock levels.
If the option remains inactive, all inventory updates done in QuickBooks: inventory adjustments, creating or editing an invoice or vendor bill will sync to Erplain in your default stock location.
Inventory adjustments
QuickBooks doesn't allow 3rd party apps to create Stock adjustments so Erplain can only send QuickBooks the new quantity of the product. QuickBooks then creates the corresponding stock adjustment but we have no control on the ledger accounts or dates used by QuickBooks. QuickBooks typically uses the inventory shrinkage account when it creates these stock adjustments.
When you do a 'Transform assembly' in Erplain, it is exactly like decreasing the inventory of the components and increasing the inventory of the assembly. Then Erplain sends the new quantity to QuickBooks (not a stock adjustment).
Of course, you can update the ledger account in the inventory adjustment in QuickBooks once it is created but unfortunately, this adds an extra step.
You will find more information about the Sales workflow and the Inventory update in this article.