Item price changes and invoices automatically changing price when changing dates

Hi there, ekramber.

Welcome and thank you for posting your concern here in QuickBooks Community. I appreciate you for sharing detailed information about your concern. I'll share steps to ensure you're able to disable the automatic price change once and invoice is done.

To stop the automatic price change, you'll have to turn off or deselect the settings of the Advanced Pricing in QuickBooks Desktop. Please note that when you turn off this feature, you'll also disabling the pricing rule. That being said, it will affect all the sales orders associated with it. Before disabling this feature, you'll want to ensure there are no other transactions linked with the rule to avoid any issues.

Here's how to turn off or deselect the Advanced Pricing:

1. From the QuickBooks Edit menu, select Preferences.
2. Choose Sales & Customers in the left panel. Then, go to the Company Preferences tab.
3. From the Custom Pricing section, deselect Enable Advanced Pricing.
4. Hit OK.

For additional information, you can click this article: Use Advanced Pricing.

Please refer to this article to see steps on how you can make any changes to your items and different pieces of information on how items work in your QuickBooks Desktop: Add, edit, and delete items.

Please let me know how it goes or if I can be of additional assistance. I'll be here should you have any follow-up questions. Have a great rest of the day!

This doesn't work as all new orders that I type up no longer have their custom advanced pricing.  I just don't want any current order to change when I change a date or something else.  I want to stop them from re-running price rules or auto-updating.

So that's the only solution?  Turn off advanced pricing, change dates, invoice stuff out, and then turn it back on later, all the while in single user, and hope that nothing breaks in that process or anyone else needs to use QB?

I'm here to help, @ekramber.

Thanks for providing details of your concern. To further help you with this, let’s change the Automatic Cost and Price Updates settings under the Items and Inventory preferences. Here's how:

1. Go to the Edit menu then, Preferences.
2. Choose  Items and Inventory.
3. Tick the Company Preferences  tab.
4. Select the Automatic Cost & Price Updates option.
5. From the If item cost changes on a purchase drop-down pick Never update item cost. This will automatically change the When item cost changes field. 
6. Hit OK. 
7. Then OK again. 

You can also seek self-help articles on our QuickBooks help articles page, to help you get your QuickBooks task done in no time. 

Feel free to get back here if you need further assistance in managing your invoices in QuickBooks. I'm just a post away to help. Have a good one.

Doesn't do a thing.  These are all non-inventory items, so they don't even have a cost associated with them, just a price, which comes from the Item List.

I appreciate you for getting back to us here on this forum, @ekramber.

An item's price must not be changing when modifying the date of the transaction. I'm here to share with you some troubleshooting steps to isolate the issue.

First, I recommend checking out the Audit Trail report to see any possible updates made by other users. Here's how:

1. Open your QuickBooks Desktop file.
2. Select Accountant & Taxes from the Reports tab, then click on Audit Trail.
3. Review the changes made to your transactions or prices.

Second, you can perform the verify and rebuild tool to resolve the most commonly known data issues in your file. For the detailed instructions, you can use this article: Verify and Rebuild Data in QuickBooks Desktop.

Moreover, here's an article you can read more about the different ways you can track customer transactions in QuickBooks Desktop.

Please let me know if you have any other follow-up questions about your items or transactions. I'm always here to help. Keep safe!

Opened an invoice that had a date of 2/1/2021.  Moved the cursor to the invoice date field, hit T to change the date today, every non-inventory item on that list updated to the current price on the item list.  Looked at Audit Trail view and it says the same thing. Current customer has 0 price rules applied.  I checked that by opening the customer in the customer center and hit the show price rules button and being told "there are no price rules for: customer name".

Did the verify and rebuild.  Same problem.  Only way to make it work is to turn off advanced pricing, which is not a fix as it breaks other things. 

In the attached the only thing that has changed is the date.

When you change the date, the Base Rate changes which then forces the price each column to update.

I appreciate the complete details you've shared, @ekramber.

Let's perform additional troubleshooting to rectify this unexpected behavior while using the pricing level feature.

First, let's make sure that your QuickBooks software is updated to the latest version. This makes sure that the program displays the latest  foreign exchange rate and downloads needed patches to resolve unexpected behavior.

1. Open QuickBooks.
2. Choose the Help menu.
3. Select Update QuickBooks.
4. From the Update Now tab, click the Get Updates button

Once completed, make sure to restart QuickBooks to ensure that all components are updated. Then, you can try managing your items price level.

However, if the issue persists, let's run the the Verify and Rebuild tool to isolate this unexpected behavior. This is a built-in tool that auto-detects and auto-fix data damage issues within QuickBooks.

1. Open your QuickBooks company file.
2. Choose the File menu.
3. Select Utilities.
4. Click Verify Data.
5. Pick OK when you see the message QuickBooks detected no problem with your data. You may continue using your company file.

Once the Verify finds an issue with your QuickBooks data, you will be prompted to Rebuild Now or View Errors.  You can refer to this article for more detailed steps: Verify and Rebuild Data in QuickBooks Desktop.

Always feel free to leave a comment below if you have other questions or concerns. I'm always here to help.

QB is up-to-date already.

As mentioned in my previous post, I have already done the verify and rebuild to no avail.

Hello there, @ekramber.

Since the issue persists after following the steps given above, I'd recommend getting in touch with our Customer Support Team. This way, they can pull up your account securely and help check the cause of the issue.

Here's how:

1. Go to the Help menu.
2. Select QuickBooks Desktop Help.
3. In the Have a Question window, scroll down to choose the Contact us link.
4. This will display the Contact Us screen.
5. Go to the Tell us more about your question section to enter the issue or topic in the field box.
6. Click the Search button to display the Get Phone Number or Start a Message button.

Also, I’m adding a guide that lists our support hours and calls me back options to fit our customers' schedules: Support hours and types.

You can check our Help articles page to learn some tips and tricks in managing your QBO account. From there, you can read great articles that can guide you through the steps by steps process.

Leave a comment below if you have other questions. I'm always here to help.

Hi @ekramber 

I'm curious if you ever found a solution to your issue- I am having the same problem and hoping that turning off price rules isn't the only solution.

Thanks!

Melissa

Hello, Melissa. 

When using Price Rules, QuickBooks Desktop will always recalculate the price based on the pricing parameters. There are ways to stop the prices from changing when adjusting the dates (without turning off the Price Rules feature). 

I'll go over a couple of ways and ensure the item's price don't change when you adjust the dates. 

You'll want to edit the price rule that uses the item you want to add on an invoice. Here's how: 

1. Go to the Lists menu, then select Price Rule List.
2. Open your price rule.
3. Under the conditions table, click the Multiple tab.
4. Uncheck the item you want to use on an invoice.
5. Click OK.

You can also use the Price Overrides function. 

If you're using the regular Price Rules feature, you can simply uncheck an item from the list. 

Alternatively, you'll want to inactivate the price rule then create the invoice normally. Activate it back again when you're ready to use the rule.

To inactivate it: 

1. Go to your Price Rule List page again.
2. Open the price rule 
3. Check the Price Rule is inactive box.
4. Click OK.

To reactivate it, go to the Price Rule List page then check Include inactive. Then, remove the "x" mark from the inactivated price rule. 

More details about the feature can be found here: Use Advanced Pricing. 

Need help recording your transactions? Or need to manage other lists? Our help content has a bunch of guides to point you in the right direction. 

I can assist you again if you have more questions about QuickBooks Desktop and its features. Just reply here or create a new thread. I'll get back to you as soon as possible. 

Sorry Melissa, I've not been able to fix this and Intuit doesn't seem to have a clue either. 

So let me get this straight, to fix this problem I could go into every single price rule and either make them inactive OR go into the price rule and uncheck all the items on it.  Too bad that doesn't work, even though it is harder than the previous example of turning off the Advanced Pricing.

And more importantly, this happens on every single item on every single invoice if the date was before the price increase and you change the date at all REGARDLESS if that item was ever used on a price rule or if that price rule is even applying to this invoice.  It doesn't matter. So doing the above 2 wouldn't do anything to fix the problem either.  The only work around I've found that works, is to go into single user and then to preferences and turning off price rules, running everything I need to do, and then turning it back on.  I have to stay late when everyone is off Quickbooks in order to do this.  Why can't they have a radio button or checkbox to LOCK the pricing regardless of any other changes.  Or some button to recalculate the prices to new ones.  It shouldn't be doing this.

Have you been able to figure it out? I'm having a similar issue, but when converting a sales order to an invoice. 

The prices change up or down no matter what the sales order value says - and it's caused many issues so far. I feel like this is tied to the update maybe? I wasn't having this issue before. 

No.  I'm stuck kicking everyone out of the company file, turning off Advanced pricing before I invoice tickets, and then turning it back on when I get done and letting everyone know they can re-enter the file.  Pretty absurd.

Why is there never any follow through with QuickBooks on items like this? This is a real problem for clients but it can only offer canned solutions to uncommon problems. Actually, in the realm of software problems, this should be an easy fix and a no-brainer. Hello, Intuit? Are you there? Why did you insist on making a mockery of your company name? If only... Sigh....

I have the same problem when going from a sales order to an invoice.  If we manually override a price on a sales order and turn it into an invoice, the price changes to whatever is set in the price rule.  I shouldn't have to create a separate price rule for each sales order i want to give a special price to.  the price on the invoice should be the same as what's on the sales order, whether I type it in manually or it comes from the price rule that was set up.  Quickbooks really needs to find a solution to the problem, it causes for many pricing mistakes and is very frustrating.  

I can share a way to ensure the item price on the invoice won't change, @ morganleah83.

To isolate the issue, you can modify the price rule for the item you want to add to an invoice. For the detailed instructions, please refer to the steps outlined by my colleague, jamespaul.

Another way is to disable the rule before converting the estimate to invoice and then enable it once you're ready to use it. Here's how:

1. Navigate to the Lists menu and choose Price Rule List.
2. Next, right-click a price rule.
3. Then, select Make Price Rule Inactive to disable a rule.
4. To enable it back, simply go to the Price Rule List page and mark the check Include inactive box. Then, click the x sign from the inactivated price rule. 

For more details about the process, feel free to see this article: Setup and Use Advanced Pricing.

Also, in case you need to have a quick overview of your inventory status, you can easily run a report on QuickBooks Desktop. 

I'm always ready to lend a hand in case you have any other concerns about managing your invoice. Simply leave a reply below and I'll circle back to help you out. 

Divina_N,

It appears the QuickBooks Team is reading from the same playbook over and over without actually trying to solve the issue. In our case, an sales order is created and the price rules run giving the appropriate pricing for the customer. The pricing carries through to invoicing with no issue. However, If anything in the header is changed (date, rep, terms, etc.), the invoice reverts the pricing per item to the base number.

Before you take the time to tell me to turn pricing rules on and off or to exclude the items from update, that is not going to happen. We are an enterprise level customer with multiple billing clerks. Flipping to "single user" mode to turn rules on and off defeats the purpose of actually having the price rule function. This is a specific flaw in the base programming that needs to be addressed by Intuit before customers begin to look elsewhere for a solution. It would seem like it would be a simple code that would allow settings to be such that after an initial save of an order (sales order or invoice), the pricing would be locked with the option to change similar to the locked period changes.

Please take this problem up the chain to the developer team. It needs to be rectified sooner rather than later.

We have the same issues. If we choose to override a price on a sales order or invoice different from the original price rules pricing, if you change the date or salesperson on our forms it will default all custom pricing on sales order back to the price rule pricing. I've read all threads and their "resolution" is not a resolution. When you have 30 users in QB at once you can't be doing that, let alone the issues it would create. It is a Quickbooks flaw that needs to be addressed in an update or by having a preference setting where you can choose to allow overriding of pricing without changing the other information on the sales order/invoice. We all need to put this out there under QB feedback. I hear that is the only way to get changes made. 

We value your needs for your business, heather-kelley.

You'll want to let our Product Team know how this is useful for your business by sending feedback. To do this, you can follow the steps below:

1. Go to the Help menu.
2. Select Send Feedback Online.
3. Choose Product Suggestion.
4. Enter details, then click Send Feedback.
   
   

Moreover, QuickBooks offers a variety of reports that provides the data you need. You'll just have to make sure to customize them so you'll get the information you need most. I've got this article for your guide: Customize Reports In QuickBooks Desktop.

Reach out to us if you have any other concerns about item pricing. We're always right here to help you all the time.

For Quickbooks Online, you have to turn off Price Rules.

Click the gear, Accounts and Settings, Sales, Turn on price rules (turn this off)

This will stop prices from changing when you change the invoice date.