item Subtotal feature not saving after saving and/or export?? PLEASE HELP.

WMG_66 · ‎August 08, 2022

Hello,

We currently use QB Desktop Enterprise.

Bear with me as I am writing this in a rush.

I am trying to utilize the subtotal item function to calculate my total quantities on my Purchase Order form.

Basically, every item in our inventory has a pre-set cubic meter amount (CBM per unit) (see Image 1).

I would want to get the total CBM by amount of cases entered. So CBM x QTY.

There's a feature in Quickbooks that allows you to multiply the value of a column by its quantity as part of the subtotal item function.

So, I did that (see image 2).

It calculates the total CBM by item, as well as total amount at the bottom.

The problem is when I go to save this Purchase Order or if I want to export it (i.e. save as PDF/ print as PDF), the total value which was calculated (by multiplication) disappears and each item's CBM amount reverts back to their per unit value (see Image 3).

This happens every time I click save or export as PDF, so I cannot actually get a saved version of my form as a file.

I'm wondering if there's something that can be done here so I can see the proper X QTY amount calculated when I export these forms.

Apologies if this is a bit confusing to read or understand. I can clarify further if needed.

But any help would be greatly appreciated!

Kurt_M · ‎August 08, 2022

Hello there, @WMG_66. I've got your back, and I'll ensure you can get through this and export a copy of your purchase order forms with the correct subtotal amount in QuickBooks Desktop (QBDT).

Let's first ensure that there's no issue with your data here in QBDT. I'll input the steps below so you can proceed. To begin, here's how:

Choose Window then Close All.
Verify Data. Choose File then Utilities. Select Verify Data. If you see:

"QuickBooks detected no problems with your data," no further action is needed.
A specific error message, there may already be an article for it. Try searching for it in our QuickBooks Desktop support site for specific instructions.
"Your data has lost integrity," indicates there is data damage in the file.

If there's a damage in your QBDT file, you'll want to proceed to Rebuild data to fix the problem. Refer to this article for the steps: Rebuild Data in QuickBooks Desktop.

Know that the amounts posted in the Subtotal are coming from individual products and services items. In QuickBooks Desktop, we can set up a Subtotal item on your purchase order to show the breakdowns. This item type will then add up everything that comes before it.

In addition, you can check this article in case you'd like to edit an item or service in QBDT: Add, edit, and delete items.

You can also visit this page to learn more about receiving inventory in QBDT: Receive inventory.

Should you need further assistance managing your purchase orders? Or do you have any additional QuickBooks-related concerns? Our door is open 24/7, and you can always post here again. Rest assured, we are always ready to help you. Take care, and have a nice day!

WMG_66 · ‎August 09, 2022

Hi KurtKyle

I've performed the data integrity check as instructed, seems like my data is fine, as I got the message "QuickBooks detected no problems with your data,".

GlinetteC · ‎August 09, 2022

I appreciate the steps you've performed to fix the subtotal item issue, WMG_66.

I've got other troubleshooting steps to resolve the problem. You may run the QuickBooks Tool Hub to fix common QBDT problems. Here's how:

Close QuickBooks.
Download the most recent version (1.5.0.0) of the QuickBooks Tool Hub.
Open the file you downloaded (QuickBooksToolHub.exe).
Follow the on-screen steps to install and agree to the terms and conditions.
Double-click the icon on your Windows desktop to open the tool hub.
From the tool hub, select Company File Issues.
Select Quick Fix my File.
Select OK when it completes and launch your QuickBooks.

If the issue continues, you may proceed to Step 3 in this article: Fix company file with QuickBooks File Doctor.

Should you need to edit your item information and how to track customer and vendor transaction, these articles will surely be helpful:

You can get back to this thread anytime if you have other questions. The Community is ready to help.

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item Subtotal feature not saving after saving and/or export?? PLEASE HELP.