How to Find and Fix Negative Quantity on Hand in SYSPRO

Steps to diagnose and correct negative stock

1. 1List the affected stock codes and warehouses with a read-only query on the InvWarehouse table where QtyOnHand is below zero.
2. 2For each one, open Inventory Query and review the movements, or query InvMovements, ordered by date, to see which transaction took the balance below zero.
3. 3Classify the cause: goods received after the issue (timing), receipt posted to the wrong warehouse, wrong unit of measure or stocking conversion, job material issued but never purchased, or a cancelled receipt.
4. 4Fix the root cause first. Move a mis-posted receipt with a warehouse transfer, correct the stocking unit of measure, or post the missing goods receipt with its true date and cost.
5. 5If the physical stock is really present and the book quantity is wrong, post an adjustment in the Inventory Quantity Adjustments program with a reason code, valued at a sensible cost.
6. 6Check lot, serial and bin balances too; a stock code can show positive in total and still have a negative lot or bin.
7. 7Review the inventory setup option that permits negative stock and decide whether it should stay enabled, given what you found.
8. 8Rerun the query and keep it as a scheduled exception report.

Finding the transaction that crossed zero

SELECT StockCode, Warehouse, QtyOnHand
FROM InvWarehouse
WHERE QtyOnHand < 0
ORDER BY QtyOnHand;

Keeping it from coming back

Common pitfalls

• !Zeroing out negatives with adjustments before finding the cause, which hides a receiving or unit-of-measure problem.
• !Checking only total stock and missing negative lots, serials or bins.
• !Adjusting at zero cost, which skews average or standard cost and the inventory ledger.
• !Fixing a mis-posted receipt in the wrong period after the period has been closed.
• !Turning off negative stock company-wide and halting the shop floor without fixing receiving lag first.