Investigating Auto-Reconciled Inventory

During the sync process, the system looks for unexpected item quantity discrepancies between QuickBooks and Rapid Inventory. Depending upon user preference settings in the Edit Advanced Settings page, these discrepancies will either be handled automatically, or recorded on the Reconcile Quantity page for manual reconciliation.

If your option is set to Auto-Adjust Quickbooks this means that Rapid Inventory will post adjustments to Quickbooks in order to resolve any item discrepancies.

Helpful Tips to Investigate Auto-Adjust Quickbooks Reconciliations:

1. Go to Inventory > Reconcile > History tab and highlight the rows along with the headers and copy them to your clipboard. Then, paste it onto an excel sheet.
2. In Quickbooks, Go to Reports > Accountant & Taxes > Audit Trail:
   1. Click Customize Report > Filter
   2. Choose the "Transaction Type" filter. We will be selecting only transaction types that are posting. Click "Multiple Transaction Types" and select the following:
      • Invoice
      • Sales Receipt
      • Credit Memo
      • Bill
      • Bill Credit
      • Inventory Adjustment
      • Item Receipt
      • Transfer
      • Build Assembly
   3. Click OK. Then choose the "Item" Filter and select the item that you're investigating
   4. Choose the "Entered/Modified" filter - the To Date should be the date of the reconciliation from that row in the excel sheet. the From Date should be 14-30 days prior to this date
   5. Go to the Display tab and select the following columns and unselect any columns not in this list:
      • Num
      • Type
      • Entered/Last Modified
      • Last Modified By
      • Date
      • Name
      • Memo
      • Item
      • Item Description
      • Qty
      • State
   6. Click the Blue OK Button on the bottom to save the filter settings
   7. Optional - Memorize this report for future use by clicking the "Memorize Button" and giving it a name like "Audit Trail for Rapid Inventory Reconciliation"
3. Review the records in this Quickbooks Audit Trail in order to identify transactions that were made outside of Rapid Inventory. 
   • Tip - Start by looking at any transactions that happened very close to the time of the auto-reconciliation first. These transactions are most likely the cause of the auto-reconciliation.
4. If you identify a transaction that was made outside of Rapid Inventory, either delete the transaction in QB or make the proper Inventory Adjustment in Rapid Inventory in order to reflect the new quantity.