When posting orders to QuickBooks, you may encounter an error indicating that the quantity on hand for a particular item at a specific inventory site would go negative. This article provides a detailed explanation and steps to resolve this issue.
While posting an order to QuickBooks from Webgility we get an Error Message:
Post to QuickBooks failed.
QuickBooks error message: The transaction could not be saved because the quantity on hand of item M70013-12 would go negative to -1 on 05//08/2022.
Reason for Failure:
QuickBooks is configured to block transactions when the item quantity is insufficient in the specified QuickBooks inventory site that is currently configured in the Webgility Desktop application.
Resolution:
Option 1:
Select the Correct Inventory Site in the Webgility Desktop application.
On the Webgility application Go to Integrations on the top and click Accounting and then in Posting settings click on Products
a). Identify the Inventory Site:
Ensure that the required inventory site is selected where the item quantity is sufficient to fulfill the order as shown in the screenshot below.
b). Confirm Selection in Webgility:
Ensure that this inventory site is selected in Webgility for transaction posting in QuickBooks.
Option 2:
Adjust QuickBooks Desktop Configuration
a). Open QuickBooks Desktop (QBD):
Log in as an admin and ensure you are in single-user mode.
b). Navigate to Preferences:
Go to Edit and click on Preferences, then Item and Inventory, and click on Advanced Inventory Settings.
c). Configure Multiple Inventory Locations:
Under "When a transaction would cause inventory to go negative," choose the option "Warn me." This will alert you when a transaction might cause negative inventory.
Steps Recap:
Step 1: Select the correct inventory site with enough stock in Webgility.
Step 2: Adjust QuickBooks Desktop settings to receive warnings when inventory might go negative.
By following these steps, you should be able to resolve the QuickBooks error and post your transactions successfully.
Need More Help?
If the issue persists, please reach out to Webgility Support for further assistance.