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Community Contributor *

Open Sales Order Report

Sometimes an open sales order will not be on the open sales order report, and I don't know why. If we open the sales order and add a . in the customer message field it will then display on the report.

Has anybody else experienced this and know of the fix?  We use Desktop Enterprise.

3 Comments
Moderator

Re: Open Sales Order Report

Hello there, @AccountingGF.

 

The Open Sales Order report should show all of your open sales orders unless the status is closed. Let's go over to your sales orders to check what's causing this unexpected behavior and get you back on track.

 

To begin, let's make sure the missing sales orders don't have the Invoiced In Full status.

 

Here's how: 

  1. From the Customers menu, select Customer Center.
  2. Select Transactions.
  3. Choose Sales Orders
  4. In the Date field, pick All.
  5. Select the missing sales orders, then verify if they have the INVOICED IN FULL status.

When converting the sales order partially, you're given two options; the Create invoice for all sales order(s) and Create invoice for selected items. If you choose the former, it'll automatically convert all items and closed the entire Sales order. Thus, they'll no longer show in the Open Sales Order report. If you intend to do it partially, ensure to use the latter. 

 

If there are transactions incorrectly tag as closed, you can delete the invoice. Then, re-associate the sales order. 

 

To delete:

  1. Open the invoice.
  2. Click the Delete button at the top.
  3. Select Yes

To re-convert it:

  1. Open the Sales Order. 
  2. Click the Create Invoice icon.
  3. In the Create Invoice Based on Sales Order(s) dialog box, choose Create invoice for selected items
  4. Hit OK

After that, refresh or run the Open Sales Order report. If you get the same result, I recommend updating QuickBooks to the latest release and run verify/rebuild to fix any potential data issue.

 

Should there be anything else that I can help you with, leave me a comment. I'll be happy to assist you further.

Community Contributor *

Re: Open Sales Order Report

Thanks for the information MaryGraceS. 

Unfortunately it does not fit our scenario. I am familiar with the two options for creating an invoice from the sales order.  We currently have 3 open sales orders that do not show up on the open sales order report. All 3 have had partial invoices created by choosing the “create invoice for selected items”.

None of the three have the “INVOICED IN FULL” status.

This is not a new problem.  We've had it for years.  The temporary fix of placing a period in the customer message area of the sales order has been used. I would prefer a permanent fix.

 

 

QuickBooks Team

Re: Open Sales Order Report

Thank you for your response, @AccountingGF!

 

Let's perform some troubleshooting steps so you can display all your open or partially invoiced sales orders will show up on your Open Sales Order report.

 

First off, let's utilize two of your QuickBooks utilities so that we can identify if this is a data damage related issue or not. You can consider this as one of the reasons why your partially invoiced sales or doesn't show up on your reports.

 

To do so, here's how you can pull up and run your QuickBooks utility tools:

  • To Rebuild Data:
  1. Go to File.
  2. Select Utilities.
  3. Choose Rebuild Data.
  4. Click OK.
  • To Verify Data:
  1. Go to File.
  2. Select Utilities.
  3. Choose Verify Data.
  4. Click OK.

To add, here's an article you can read to learn more about QuickBooks Utility tools: Resolve Data Damage on your Company File.

 

Once completed, you can go back and pull up again your Open Sales Order report and review all your open sales orders from there.

 

However, if you're still unable to see your open sales orders, you can delete and recreate them with the same details. Then, pull up your open sales order report and review your open sales orders from there.

 

Lastly, I'll be also including an article that'll help you handle your future tasks about your sales order transaction: Use the Sales Order Fulfillment Worksheet.

 

If there's anything else that I can help you with, please let me know in the comment section down below. I'll be always around ready to help.