For our QuickBooks users, there are a few simple rules that you must understand
  1. QuickBooks is the "master" of the Item List. All new Items must be added to the QuickBooks Item list, before they are available for use in Rapid Inventory.
  2. Rapid Inventory is the "master" of the Item Quantity on Hand (QOH). We tell QuickBooks what the Quantity on Hand for an Item is.
  3. All transactions that will change an Items Quantity on Hand must be done in Rapid Inventory. Why?
    1. Rapid Inventory uses Inventory Attributes to track your inventory. These attributes include Warehouses, Locations, Receive Dates, Expiration Dates, Lot Numbers, Bar Code (optional), and Hold Reasons. The same item can have many different combinations of attributes. (You may not use all the listed attributes.)
    2. If you are changing the quantity of an Item, we need to know which "Inventory" quantity to change. What Warehouse, Location, or Lot Number? This is done as part of the normal process in Rapid Inventory, and is not possible in QuickBooks.

Here are 5 very important rules to follow for all Inventory Items:
Breaking any of these rules with an Inventory item will result in a inventory discrepancy between QuickBooks and Rapid Inventory. When this happens, the discrepancy must be resolved. This can happen automatically or manually depending on your Quantity Reconcile settings in Rapid Inventory. See this page for more information on Quantity Reconcile: Edit Advanced Settings

Rule #1 RECEIVING - Do not create an Item Receipt or Bill in QuickBooks.

  • You create the Purchase Order in QuickBooks, but all Receiving is done in Rapid Inventory. This will automatically create an Item Receipt or Bill in QuickBooks. See this page for more information: Introduction to Purchase Orders

Rule #2 PICKING - Do not create an Invoice in QuickBooks.

  • You create the Sales Order or Estimate in QuickBooks, but all Picking is done in Rapid Inventory. This will automatically create an Invoice in QuickBooks. See this page for more information: Introduction to Sales Orders. If you do not currently use Sales Orders or Estimates see Note #1 below. QuickBooks Pro users, also review Note #2 below.

Rule #3 BUILD ASSEMBLIES - Do not Build an Assembly in QuickBooks.

  • The Bill of Material is created in QuickBooks, but all Build Assemblies are done in Rapid Inventory. This will automatically adjust the quantities of the Assembly Item and the Components in QuickBooks. See this page for more information: (Watch the video) Find Build

Rule #4 ADJUSTING QUANTITIES - Do not do an Adjust Quantity in QuickBooks.

  • The Item List is in QuickBooks, but all Inventory Adjustments are done in Rapid Inventory. This will automatically create an Inventory Adjustment in QuickBooks. See this page for more information: Adjust Inventory

Rule #5 SALES RECEIPTS - Do not create a Sales Receipt in QuickBooks.

  • All Sales receipts need to be done using the Counter Sales function in Rapid Inventory. This will automatically create a Sales Receipt in QuickBooks. See this page for more information: (Watch the video) Counter Sales


Print the 5 rules and give them to every QuickBooks User.



Note #1 - If you usually go straight to the Invoice in QuickBooks, starting with a Sales Order or Estimate will be a bit of a change. We feel it is a positive one. A QuickBooks Sales Order or Estimate is a request for a pick to happen. We then create the Invoice in QuickBooks with the actual results of the pick process. Your invoice is accurate with what actually went out the door, not what the sales person thought was available to sell. There is no additional effort involved, since a Sales Order or Estimate has the same basic fields for you to fill in as an invoice. Starting with an Invoice can create many problems, which is why Quickbooks includes Sales Orders for their Premier and Enterprise users.

Note #2 - Rapid Inventory requires a Sales Order or Estimate to be created in QuickBooks to start the Picking Process. If you are a QuickBooks Pro user, you only have Estimates. Sales Orders are not available in QuickBooks Pro. Because of this, you will need to change a setting in the Rapid Inventory "Advanced Settings" area to start importing Estimates from QuickBooks. In Rapid Inventory, go to Settings > General Column > Advanced > Import Estimates, change this to "Yes". You will now find your Active or "open" estimates in the Rapid Inventory Picking area, where they are treated the same as a Sales Order.


Now that we have the Rules covered, please review the remaining topics in the "Getting Started" Area: Getting Started



Related Pages: Getting Started, Main Areas, Home

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