<< Click to Display Table of Contents >> Navigation:  Introduction > QuickBooks Online Inventory VS AyaNova Inventory

 

A common question asked by service companies using AyaNova along with the optional add-on QBOI that includes Inventory Items is "Do I use AyaNova inventory features (PO's, serial numbers, part requests, etc), or do I QuickBook Online's inventory features (POs, etc) 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 Online

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

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

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

 

 

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

 

 

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:

o what has been entered into inventory via AyaNova's Part Adjustments

o and/or entered into inventory via AyaNova's Purchase Order Receipts

oand/or the quantity on-hand is immediately updated whenever anyone indicates the part quantity set in a AyaNova service workorder has been Used In Service and the workorder saved.

oand/or the quantity on-hand is immediately reversed when a saved Used in Service part is deleted

•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 Online 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.

 

•QBOI does NOT have the ability to import AyaNova's Purchase Orders nor AyaNova's Purchase Order Receipts into your QB Online database. These if required, must be manually entered in your QB Online database. Or a modified version stating total amounts, etc only entered so your AP are maintained.

 

•Do note that when QB Online inventory items are sold in an invoice generated by using your QBOI to bill out your AyaNova service workorders, your QB Online inventory on hand amounts is updated by your QB Online itself automatically too!

 

 

 

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

 

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

 

1.Complete your QBOI installation, QBOI preferences, QBOI Mapping & Importing and your QBOI Descriptive Text setup.

2.Once all of your AyaNova parts and their existing on hand and reorder amounts have been imported into your QB Online with Inventory (i.e. Plus version), NOW TURN OFF INVENTORY IN YOUR AYANOVA before any further work in your AyaNova.

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 Online 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 as well as include additional Description text such as serial numbers etc.

3.Use QuickBooks Online 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 Online inventory items are sold in an invoice generated by using your QBOI to bill out your AyaNova service workorders, your QuickBooks Online inventory on hand amounts will be updated too by your QB Online!

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

b.If a part is serialized and you want that serial number identified, 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 Online 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 confirm this is set (as is the default).

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

a.Refer to your AyaNova Help documentation for steps on how to enter opening inventory on hand amounts 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.The suggestion, as you have the Purchase Order details and receipts in your AyaNova, is that in your QB  Online Accounts Payable, is to just enter total amounts manually into your QuickBooks Online for what you owe vendors that you have  purchased for resale.

i.i.e. Enter the subtotals of an AyaNova PO, tax amounts, shipping costs etc only in your QB Online rather than each part and its costs

5.NOTE: Don't worry, when QuickBooks Online inventory items are sold in an invoice generated by using your QBOI to bill out your AyaNova service workorders, your QuickBooks Online 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 QBOI installation, QBOI preferences, QBOI Mapping & Importing and your QBOI 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 creation of these POs and the receiving in your QuickBooks Online.

4.NOTE: Don't worry, when QuickBooks Online inventory items are sold in an invoice generated by using your QBOI to bill out your AyaNova service workorders, your QuickBooks Online inventory on hand amounts will be updated too as your QB Online automatically does that.