Error: Not enough items on hand to record a transaction

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If you try to record a transaction that would result in a negative inventory balance, you will receive a negative inventory balance error. You will get the negative inventory balance alert if you're attempting to reverse a transaction or make a negative purchase for a quantity greater than what is recorded in your AccountRight inventory. For example, if you have 7 glasses on hand that you want to return to the supplier, but AccountRight shows you having 6 glasses in stock, you will not be able to record that transaction.

How can fix it?

Before you can record this transaction, you need to adjust your inventory by the amount that it's unbalanced by. Follow the steps below to find the adjustment amount and record the inventory adjustment.

1. Find the out of balance transaction

Run the Item List [Summary] report for the applicable items.

Go to the Reports menu and choose Index to Reports.
Click the Inventory tab.
Click the Item List [Summary] report (under the Items sub-heading) then click Advanced.
At the Items field, select the items you want included in the report.
Select the option Include Zero Quantities.
Click Run Report.

2. Compare your inventory with your transactions

Compare the quantity of the items from the Items List [Summary] report, with those of the transaction. You will see that the quantity of the item on the transaction will exceed that of the report.

For instance, Clearwater Pty Ltd want to return some chipped glasses to their supplier. 50 glasses need to be returned at a cost of $0.25 (tax exclusive). When they try to record the purchase debit note (a negative purchase), a negative inventory alert is given.

The example below shows the Items List [Summary] report filtered for the glasses.

Comparing the purchase debit note (shown below) with the Items List [Summary] report, you can see that if the debit note was recorded, the quantity of glasses would drop to negative 3, and the total value of the glasses would drop to negative $0.75. As both these values are less than zero, the software will prevent the purchase debit note from being recorded.