Pick Review & Posting — Operator Guide

1. What this screen is for

Every pick saved on Pick List or Pick Item waits here. This is where an Admin or Level 1 looks at what was picked, what it is worth, and then posts it — which is the moment material actually leaves inventory in QuickBooks and lands on the job.

Two people, two steps, on purpose: the picker records what left the shelf, and someone who can see the dollars decides it is right before it hits the books.

2. Who is allowed in

Admin and Level 1 only. Anyone else gets "Admin and Level 1 only can post picks" — there is nothing on this screen for a picker.

3. Reading the Pending list

Pending and Posted are the two tabs at the top left.

Each pending row is one pick session: RO # (blank for a direct issue), Job / BOM (a direct issue shows Direct issue — no RO), Type, which Screen it was last touched from (Pick List or Pick Item), the number of Lines, its Ext. cost, the Operator, and when it was Opened and last Updated. The strip above the table totals the sessions waiting and their extended cost.

• Ext. cost is quantity × the item's purchase cost from IM2, added up over the lines that have a quantity, using the absolute quantity — so a return adds to the number rather than subtracting. Read it as "how much material is in this pick", not as a net dollar effect.
• Click the RO # to expand the lines: SKU, description, quantity required, quantity picked, whether it was a zero-drop or an addition, and when it was touched.
• A red post error pill means someone already tried to post it and QuickBooks refused. The reason is shown underneath in full. The pick is still pending and can be posted again once the cause is fixed.
• Picks with nothing entered never appear here. Someone who opened a job to look at it and walked away leaves no row; those are cleaned up automatically.
• If a picker changes something while you have the screen open, a red bar appears — Reload the list.

4. Posting

Tick the rows you want (they are all ticked by default) and use Post selected, or use the post link on a single row. You are asked to confirm.

For each session posted, QuickBooks gets:

• a $0 Credit Memo carrying the negative lines (returns) as item lines with a quantity, priced at zero, tagged with the job's class; and/or
• a $0 Sales Invoice carrying the positively picked lines the same way.

A pick with both kinds of line produces both documents in the same post. The credit memo is written first and the invoice second, on purpose — see section 5. The memo on each reads RO {n} pick #{id} — material issue (no charge), or Direct issue (no RO) pick #{id} …. Nothing is charged to the customer — the quantity moves the inventory, the money stays at zero. Once posted, the session moves to the Posted tab with the document numbers, and both names: the picker who entered the quantities and the person who pressed Post.

Lines you left blank do nothing at all. Lines you confirmed as 0 cancel the rest of that requirement on the Requirements Order and produce no QuickBooks line.

5. When a post fails

Nothing is half-posted: if a session fails, it stays pending, keeps its quantities, and shows the reason. Because the credit memo goes first:

• the credit memo fails — nothing at all was written to QuickBooks; fix the cause and post again;
• the invoice fails after the credit memo went through — the credit memo is taken back out of QuickBooks automatically and the message says so, so there is nothing left behind and you simply post again;
• the credit memo could not be taken back out — the message names the credit memo and tells you to void it in QuickBooks by hand before posting this pick again. This is the only case that needs cleanup.

The usual reasons a post is refused, in plain terms:

• No class. The job never got a class and the RO type is not one of service / residential / commercial. Set the class on the pick (either pick screen has a class box) and post again.
• The QuickBooks job is not there, or there is more than one match. QuickBooks has N customers matching '…' — create or correct the job in QuickBooks, then post again. It will never guess.
• A SKU has no QuickBooks item behind it — No QB item id for SKUs: …. The item exists in IM2 but was never accepted by QuickBooks; fix it on Create New Inventory Item (the "Not in QuickBooks yet" list) and post again.

In a bulk post, each session is tried on its own — the good ones post, the failures are listed.

6. Fixing a quantity

Expand a pending pick and you can change a saved quantity on any of its lines before it posts.

• Type the corrected quantity and it replaces what the picker saved.
• 0 removes the line: an item the picker added by hand disappears from the pick, and a line that came from the order goes back to not picked — it stays owed on the job.
• Every change is logged with your name, the SKU and the old and new figures.

Anything bigger than a wrong number — wrong job, wrong class, wrong half of the load — is still a discard and re-pick.

7. Discarding

Discard (per row, or Discard selected) throws a pick away without posting. Discarding several at once is all-or-nothing — if one of them cannot be discarded (someone posted it first) nothing is discarded and the message names it, so you never have to guess which ones went. It is never deleted: the session is stamped VOID and logged with who did it and when.

8. During test

Posting is switched off in this build: Post selected and post are greyed out with Posting is not allowed during test. Sessions still accumulate here and nothing is lost — they will post once Dave turns it on.

9. Common mistakes

• Reading Ext. cost as a net value. Returns add to it.
• Using 0 on this screen to mean "drop the requirement". Here 0 removes the line from the pick; the requirement stays owed. A zero-drop has to be entered by the picker on a pick screen.
• Posting a session with a post error without fixing the cause — it will simply fail again.
• Assuming a discarded pick freed the material. It never moved; only posting moves stock.

Sorting the list (2026-09-07)

Click any column heading to sort the list by that column; click it again to reverse. Blank cells always fall to the bottom. Numbers sort as numbers and dates as dates. Button and checkbox columns (Actions, Detail) don't sort. The sort works on the rows already on screen, so it never hides anything the page was showing.