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Level 1

Can I prevent Sales Order to get closed at the moment of invoicing?

In my company we are using Quickbooks Enterprise and I would like to use the Sales Order Fullfillment worksheet to keep track of orders that are pending to ship.    Looks like the design of workflow is for the invoice to be always the last step in the process.      That is not the case of my company,  a valid scenario is that we create a SO today, invoice it but ship until next week for example.       


Is there any option in the configuration that I can use to prevent that when a SO is invoiced the status is not changed to Closed?


Thank you

3 Comments 3
QuickBooks Team

Can I prevent Sales Order to get closed at the moment of invoicing?

Hey there, larce. 


Thanks for dropping by the Community. I'm more than happy to help. While QuickBooks doesn't have an option to disable the Closed status on your sales orders. You can delete the invoice that was created at the time of closing the sales order and remake it the week later or so when you're ready to send it out. Once payment has been collected, the item will get marked as closed. To do so, follow these steps:

  1. From the Customers menu, go to the Customer Center.
  2. Select the customer's name from the Customer & Jobs list.
  3. Click the Show drop-down and click Invoice.
  4. Click the Edit menu and select Delete Invoice.
  5. Click the Transactions tab and select Sales Orders.
  6. Choose the sales order you want to connect to an invoice from the list and open it.
  7. Select the option to create an invoice for all sales orders to add everything to the invoice. Modify the invoice as necessary.
  8. Click Save & Close.

I have here an article that has detailed instructions on how to create an invoice for sales orders. You check it to learn more.

You can also visit this link for extra knowledge on how to track customer transactions in QBDT. It helps you organize your cash flow, receivables and income properly. 


I also highly recommend reaching out to a bookkeeper. They will be sure to help you get everything set up, just as you need specific to your business. If you don't have one, you can visit our website, here for a free consultation


Thanks for your time and if you have any other questions, feel free to post here anytime. Thanks for stopping by and have a nice day. 

Level 1

Can I prevent Sales Order to get closed at the moment of invoicing?

Thank you but that wont work for us.    Basically, I'm trying to separate my invoicing process from the pick-pack-ship process but looks like by design invoicing must always be the last step for a SO.


I want to be able to invoice today but pick-pack-ship next week for example.  I can not do it because when the invoice is created the SO gets closed automatically and therefore the pick-pack-ship option disappears from the Sales Order fullfillment worksheet.


Pleas note that we are based in Costa Rica, our QB Enterprise has an interface for government's  electronic invoice therefore it is not possible to delete invoices in QB.


Is there any alternative that you would recommend?

Candice C
QuickBooks Team

Can I prevent Sales Order to get closed at the moment of invoicing?

Good morning, @larce


Thanks for reaching back out to the Community and giving extra clarification on your sales order (SO) and invoice problem. I hope your weekend is going well so far. 


A sales order is created by a supplier to confirm that they can supply the goods and services requested for purchase. An invoice is created by a business to request a payment that's due from someone who purchased goods or services from the. With that being said, QuickBooks is designed to have a sales order come first and then an invoice. 


However, I'll send feedback to our Product Developers so they can consider this as an option in one of the upcoming releases for the system. They review every request and try to add them in the next available update. You can also check out our QuickBooks Blog to see what's new in the product. 


The best way to put this information into QuickBooks is by creating a sales order, and then when you're ready, an invoice. I want to ensure all of your concerns are addressed. Let me know if there's anything else I can help you with. Wishing you and your business continued success!

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