Introduction > QuickBooks Inventory VS AyaNova Inventory

A common question asked by service companies using AyaNova along with the optional add-on QBI is "Do I use AyaNova inventory features, or QuickBook's or a combination of both?". The answer to that depends on what you want to do.

Benefits of using AyaNova's inventory features along with your QuickBooks

AyaNova inventory includes a number of unique features:

Part Requests

•With AyaNova Part Request feature, a user can request a part (and quantity and for a specific warehouse) from the AyaNova service workorder.

•The Part Request is "tied" to that specific service workorder

•Purchasing can easily include in an AyaNova Purchase Order the parts requested to be ordered tied to the specific service workorder

•And when the part is received in AyaNova, if subscribed to the notification "Workorder item part request – parts received", the user logged in who requested the part will be notified the part has been received; and the scheduled user in that service workorder will be notified that the part has been received so that the service can be provided.

Part Inventory

•Quantity on-hand in AyaNova is based on what has been entered into inventory via AyaNova Part Adjustments, entered into inventory via AyaNova Purchase Order Receipts. And quantity on-hand is immediately updated whenever anyone indicates the part quantity set in a AyaNova service workorder has been Used In Service.

•This way you can always see at a glance via the Part Inventory grid what warehouses (if used in AyaNova) have what quantity of what parts on-hand

Serialization

•You can track serial numbers for Parts in AyaNova

•When receiving parts into inventory via an AyaNova Purchase Order Receipt or entering inventory in via an AyaNova Part Adjustment, if the part has been set as serialized, you can enter serial numbers for the received parts

•And in the AyaNova service workorder, when you select a serialized part, AyaNova will automatically identify this setting the part quantity to 1 and opening the Serial Number field so that you can drop down and select from the list of available serial numbers for this part in inventory.

Whereas with QuickBooks inventory:

•AyaNova is not an accounting program and does not include Accounts Payable. AyaNova does not remind you how much you owe to your vendors, nor when to pay them.

•QBI does NOT have the ability to import AyaNova Purchase Order nor AyaNova Purchase Order Receipt into QuickBooks. These if required, must be manually entered in your QuickBooks.

•When QuickBooks inventory items are sold in an invoice generated by using your QBI to bill out your AyaNova service workorders, your QuickBooks inventory on hand amounts will be updated too.

If DO NOT want to use AyaNova's Purchase Orders and its inventory benefits, do the following:

If you want to use QuickBooks inventory only, so that when receiving it updates your Accounts Payable to your vendors

1.Confirm that your AyaNova's Use Inventory is set to False in its Global Settings

a.Refer to your AyaNova Help documentation "Global Settings" section for how to.

b.Disabling inventory in AyaNova will disable the ability to create AyaNova POs, PO receipts, tracking serial numbers etc. It will not affect your QuickBooks abilities to do so.

c.Don't worry, disabling inventory in AyaNova will still allow you to identify parts sold to customers in your AyaNova service workorders

2.Complete your QBI installation, QBI preferences, QBI Mapping & Importing and your QBI Descriptive Text setup.

3.Use QuickBooks only for entering PO's and for receiving inventory

a.This way you have only one program that you are entering such data

4.NOTE: Don't worry, when QuickBooks inventory items are sold in an invoice generated by using your QBI to bill out your AyaNova service workorders, your QuickBooks inventory on hand amounts will be updated too!

a.In an AyaNova workorder, you select a part and enter its quantity.

b.If a part is serialized, just enter the serial number in the Description field in the Part record in the AyaNova service workorder

c.Any text entered in the Part Description field will display in the QuickBooks invoice

If WANT TO use AyaNova's Purchase Orders and its inventory benefits, do the following:

1.Confirm that your AyaNova's Use Inventory is set to True in its Global Settings.

a.Refer to your AyaNova Help documentation "Global Settings" section for how to.

2.Complete your QBI installation, QBI preferences, QBI Mapping & Importing and your QBI Descriptive Text setup.

a.Refer to your AyaNova Help documentation for steps on how to enter opening inventory counts in your AyaNova

3.Use AyaNova for creating Purchase Orders and for receiving

a.Take advantage of AyaNova features such as Part Requests in service workorders to order parts for specific workorders

b.Take advantage of AyaNova inventory serial numbers entry and selection in workorders

4.For your QuickBooks Accounts Payable, you may want to enter total amounts manually into QuickBooks for what you owe vendors that you have purchased for resale

5.NOTE: Don't worry, when QuickBooks inventory items are sold in an invoice generated by using your QBI to bill out your AyaNova service workorders, your QuickBooks inventory on hand amounts will be updated too!

If want to use combination of both, do the following:

1.Confirm that your AyaNova's Use Inventory is set to True in its Global Settings.

a.Refer to your AyaNova Help documentation "Global Settings" section for how to.

2.Complete your QBI installation, QBI preferences, QBI Mapping & Importing and your QBI Descriptive Text setup.

a.Refer to your AyaNova Help documentation for steps on how to enter opening inventory counts in your AyaNova

3.Use AyaNova for creating Purchase Orders and for receiving, AND REPEAT the POs and the receiving in your QuickBooks.