Non-Stock vs. Quantity Bearing in Epicor: Why the Difference Matters

One of the most common misconceptions in Epicor arises from how parts are configured in the Part Master. Many users assume that marking a part as “Non-Stock” means it will not behave like inventory.

That assumption is incorrect, and it often leads to confusion across operations and finance.

Epicor separates planning behavior from inventory tracking through two distinct settings: Non-Stock and Quantity Bearing. While they may seem related, they control entirely different aspects of how a part behaves within the system.

Understanding how these two settings interact is essential to maintaining accurate inventory, clean financial reporting, and predictable system behavior.

The “Non-Stock” Checkbox – Demand Behavior

The Non-Stock checkbox controls how demand for a part is fulfilled. It does not determine whether inventory is tracked.

When a part is marked as Non-Stock:

• It typically defaults to Make-to-Order or Buy-to-Order

• It is often fulfilled directly against a Sales Order or Job

• It is not intended to be held in inventory as part of a stocking strategy

• It can still be transacted within the system

In practical terms, Non-Stock defines a planning approach, not an inventory rule.

A Non-Stock part can still exist in inventory if other settings allow it. This is where many implementations run into trouble. The label suggests “no inventory,” but the system does not enforce that behavior on its own.

From a financial standpoint, this setting alone does not dictate how transactions impact the general ledger.

The “Quantity Bearing” Checkbox – Inventory Tracking Behavior

The Quantity Bearing flag is what actually determines whether Epicor tracks inventory quantities.

When Quantity Bearing is enabled:

• On-hand quantities are maintained

• Transactions appear in Stock Status

• The part behaves like standard inventory

When Quantity Bearing is disabled:

• No on-hand quantities are tracked

• The part does not appear in Stock Status

• Inventory balances do not exist at the system level

• Financial transactions can still occur

This distinction is critical. A part can be Non-Stock and still be Quantity Bearing, or it can be Non-Quantity Bearing and still impact the general ledger.

These combinations are where misconfigurations often occur.

The Financial Impact: Where Things Can Go Wrong

Epicor does not base financial postings solely on operational flags. Instead, it follows the Part Class GL Control.

This means the general ledger behavior is driven by how the part class is configured, regardless of whether the part is marked as Non-Stock.

Consider the following scenario:

• The part is set to Non-Quantity Bearing

• The Part Class GL Control points to an Inventory account

In this case:

• The general ledger will record inventory-related transactions

• The system will not track quantities in Stock Status

• A mismatch is created between the inventory subledger and the general ledger

This situation is one of the most frequent causes of reconciliation issues. The system is functioning as designed, but the configuration creates inconsistent results.

Shipments and Cost Flow: How It Actually Works

When Non-Stock parts are configured correctly, their cost flow typically bypasses inventory.

Common behavior includes:

• The part is fulfilled directly from a Job or Purchase Order

• It is not received into inventory

• It ships directly from Work in Process

• Costs move from WIP to Cost of Sales

• Inventory accounts are not involved in the transaction

However, this outcome depends on multiple factors working together:

• Quantity Bearing setting

• Part Class GL Control

• Make or Buy configuration

• Fulfillment method such as Job or Purchase Order

Focusing on a single checkbox will not give you the full picture. Epicor behavior is driven by the combination of these configurations.

Best Practices: Align Operations and GL Controls

To maintain consistency between operational activity and financial reporting, configuration must be intentional.

Consider the following guidelines:

• If a part is Non-Quantity Bearing, its Part Class should typically point to an expense or cost account rather than inventory

• If a part is intended to behave like inventory:

  • Quantity Bearing should be enabled

  • The Part Class should point to the appropriate inventory account such as Raw Material, WIP, or Finished Goods

• Avoid mixing non-tracked quantities with inventory-based GL accounts

Alignment between how a part is used operationally and how it is represented financially is essential for accurate reporting.

After Data Conversion: Validate Your Setup

After data conversion, especially during UAT or before go-live, it is important to validate part configurations.

A simple validation review should include:

• Part Class

• Non-Stock flag

• Quantity Bearing flag

• Assigned GL Control

Running this type of review early helps identify inconsistencies before they become reconciliation issues in production.

Final Thought

In Epicor, Non-Stock does not mean no inventory.

Non-Stock defines how demand is fulfilled. Quantity Bearing defines whether inventory is tracked. Financial impact is driven by Part Class configuration.

These elements must work together.

When they are aligned, the system behaves predictably and supports both operational efficiency and financial accuracy. When they are not, the result is confusion, mismatched reporting, and unnecessary troubleshooting.

When configured correctly, the system works beautifully.