Make invoice pending, but still see in open sales orders.

Marie_FMI · ‎July 19, 2021

Sometimes we need to send a copy of invoices with shipments or email a copy as a proforma for payment in advance. When we create those invoices it pulls those items out of our inventory which we would prefer not to have inventory pulled in our system until the product leaves the building. I understand that we can mark the invoice as pending so that the items are not pulled from inventory, but then it no longer shows as an open order. Instead, it is sort of in limbo until we remove the pending status (not an open sales order and not an invoice). Is there any way to make a pending invoice for a sales order so that it still shows as an open sales order waiting to ship and does not remove any items from inventory?

Thank you in advance for any help provided:-)

Rustler · ‎July 19, 2021

in customize forms, create an estimate form that has the title changed to "Pro Forma Invoice" and use that

SashaMC · ‎July 19, 2021

Hey Marie_FMI,

Thank you for joining us here in the Community. For this situation, it would be best if you created an estimate. Using an estimate can be later turned into an invoice or sales order that could be perfect to convert when inventory leaves the building. However, once an invoice is created it will automatically remove items from the inventory. If you would like to go ahead and create an estimate, you would need to turn on this feature if you haven't done so already! Here's how:

Log in as Admin in QB desktop.
Go to Edit, then Preferences.
Select Job & Estimate and click Company Preferences.
"Do you create estimates? and "Do you do progress invoicing?" will be the questions asked, choose Yes and then OK.

To learn more about creating the estimate, use this article as a guide to accomplish this. When you are ready to convert the estimate to an invoice, follow these steps:

Select Customers from the Customer Center.
Locate the customer on the list and open the estimate.
Click Create Invoices, then choose how much you want to charge on the invoice
Click OK.
If necessary fill out the rest of the invoice and hit Save & Close once completed.

You can refer to this article for more information to keep track of your estimates and invoices.

If you have any questions or need clarification with any of the steps, don't hesitate to let me know. I will be here on standby. Take care for now!

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Make invoice pending, but still see in open sales orders.

Make invoice pending, but still see in open sales orders.

Make invoice pending, but still see in open sales orders.

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