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Inventory Workflow – QBO

“We use QuickBooks mainly for Invoicing.”

“Inventory is tracked in a spreadsheet.”

Sound familiar? You’re definitely not alone.

Here are highlevel steps for getting more out of QuickBooks and to help automate inventory quality controls and operations at the same time with DataNinja. For a deep-dive on the integration sync flows, click here

1. Buy Materials

Create and send a purchase order to your vendor to order raw materials.In QuickBooks, click the “New” button and select “Purchase order”. 

 

2. Receive Inventory

Once ordered material arrives at your facility, go to the receiving page in DataNinja. Open the corresponding PO synced over from QuickBooks. 

Choose the Purchase Order line item that matches the inbound material and tap Receive.

Enter details like Lot Number, Expiration Date, and Quantity based on the material part number’s Unit of Measure (UOM)

Place the automatically printed barcodes on your inventory bags/containers/pallets.

If your quality standards require inspection of incoming materials before they can be released for use, setup a customized inventory inspection workflow so an electronic inspection document is presented to the employee right after labels are printed.

Once all delivered inventory is received successfully. Tap “Complete Receipt” in DataNinja to automatically issue a balancing Expense (Bill) in QuickBooks for the quantity received.

 

3. Inventory Operations

Scan to adjust quantities, transfer inventory locations, record scrap, reserve quality status or record consumption in manufacturing. DataNinja supports manufacturing including Good Manufacturing Pratices via fully digital, compliant workflows.

 4. Sell

Enter customer orders in quickbooks as estimates, or sync customer orders from Shopify. Estimates from QuickBooks, and orders from other systems are pulled into your Shipping Page.

 

 4. Shipping

Enter customer orders in quickbooks as estimates, or sync customer orders from Shopify. Estimates from QuickBooks, and orders from other systems are pulled into your Shipping Page.

 

Scan barcodes printed during manufacturign into customer shipment. Enter infomration like the tracking number, carrier and notes. Print packing list. 

Complete the shipment and DataNinja pushes the invoice into QuickBooks with the packing list attached. 

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Now the pulse of inventory and manufacturing operations lives in your pocket.

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Real time alerts

Prevent costly errors before they happen. See what is needed to work with quality and finance to get shipments out on-time.

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