QBES Adv. Inventory Error – Bin Location Does Not Belong to Site

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Error: Verify Target: Bin Location does not belong to site. Rcrd = ######.

While I first warned you about this error four years ago, I continue to see data files with this problem in several QuickBooks Enterprise versions. This error is specific to Advanced Inventory, where users have opted to use the "Row, Shelf or Bin" feature, which is really "sub-location."

Recently, I have had no less than a half-dozen different QuickBooks Enterprise users contact me about this error.

When running the Verify Data utility, QuickBooks detects Error: Verify Target: Bin Location Does Not Belong to Site. Rcrd = ######. In other cases, the error may read: Error: Verify Target: Bin Location Unassigned does not belong to site XXXXXX. Rcrd = #######.

These errors can be seen in either the QBWin.log or the Verify/Rebuild reports of newer versions of QuickBooks. While the Verify Report may contain additional details, it typically is not as informative as the QBWin.log. Therefore, I suggest you perform some additional diagnostics prior to repairs.

Depending on the number of errors you have, you may try self-repair, rather than sending your Company file to QuickBooks Data Services. The following manual steps have worked in many instances, but in other cases, they have not resolved these bin problems.

Diagnostics: Turn-off 'Track Bin Locations' for improved error messaging:

You first need to turn-off the Row, Shelf or Bin preference, and then run Verify in order to identify the causative corruption(s), typically transactional data damage.  

1. From the Inventory section of the Reports menu, run the Items by Bin Report before turning-off the Row, Shelf or Bin preference

2. Perform a QuickBooks Backup prior to undertaking the remaining steps

3. From the Edit menu, select Preferences

4. Select Items and Inventory and choose the Company Preferences tab

5. Click the Advanced Inventory Settings button

6. Select the Multiple Inventory Locations tab, uncheck the Track Bin Locations within Inventory Sites (row, shelf or bin) checkbox

7. Click OK twice to save your preference change

8. From the menu bar, select File > Utilities > Verify Data

9. After Verify completes, turn the Row, Shelf or Bin preference back on. You may find that some items previously assigned to bins are now assigned to the "unspecified" bin for each location (See the message in above illustration). If needed, you can make inventory location transfers to correct the items using the information from the Items by Bin Report you created in Step 1 above.

10. Review the QBWin.log to identify the transactions with data damage. Make certain you do not close QuickBooks between Step 9 and Step 10.

In some cases, you may notice the error appears more like the one below:

I personally believe these bin location errors are akin to one of the very first errors we experienced with the multi-location feature of QuickBooks Advanced Inventory. That being, when unassigned defaults to a transaction, rather than being actually selected as a bin location.

Manually Repair Damaged Transactions:

For each transaction reported within the QBWin.log you should attempt manual repair(s).

1. Locate each transaction, one at a time, by searching using the transaction type and Doc # listed in the QBWin.log.

  • In the above error example, you can see some of the critical information (highlighted in red boxes) you need to locate the actual transaction.
  • The txn# shown here can be found using the Transaction List by Date report (found under the Accountant and Taxes report menu), which allows you to add and sort-by the 'txn#' field.

2. Open the transaction

3. Identify the Item listed in the QBWin.log, and select the Bin number:

  • If the Item’s Bin is set to Unassigned, clear the field and select Unassigned from the drop-down options
  • If Unassigned is not listed as an available option from the drop-down, type in Unassigned

4. Save the transaction, do not "Save and Close"

5. In the "detail line" of the Item, enter the word "Data-Repair." If no memo is associated with the detail line, make the entry into the memo field of the transaction header.

6. Save and Close the transaction

7. Repeat these repair steps for each of the damaged transactions

8. From the menu bar, select File > Utilities > Rebuild Data

9. From the menu bar, select File > Utilities > Verify Data

10. Review the QBWin.log file to insure there is no remaining data damage

Note: If these manual steps do not repair these corruptions, it maybe necessary to contact Intuit QuickBooks Data Services or a professional file repair service for assistance in resolving this data damage.