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drefl
Level 3

Project still show in transaction windows drop down listing after completed or cancelled

In transaction windows the Customer/Project Heading dialogue list still shows project names for “complete” and “cancelled” projects.  When a project is “complete” or “cancelled” this listing should remove those project names as it becomes unmanageable long and confusing with a very long list that never removes old project names and just keeps adding newly created project names to assign line item transactions to.  This increases the likelihood of making an error in assigning a transaction to completed or canceled project.  QBO needs to set the system so that when a project is designated “completed” or “cancelled” in the project menu, it will not show up as a dialogue list option under the “Customer/Project” heading in the transactions screens.   Right now the only way to completely remove a project is to delete it from the Projects menu and no one wants to delete a completed project as you want to keep it as completed or cancelled.

12 Comments 12
StephanieWhetstone
Level 1

Project still show in transaction windows drop down listing after completed or cancelled

Did you ever find a solution to this? I can't find anything else about it but our project list is getting unmanageable and I need the "completed" and "cancelled" projects to not be on that list.

Charies_M
Moderator

Project still show in transaction windows drop down listing after completed or cancelled

Thanks for clarifying this with us, StephanieWhetstone.

 

You can customize the filter on your Project list to show In progress projects only. I'll share the steps on how to do it below:

 

  1. Go to Projects.
  2. Click the drop down arrow for All statuses.
  3. Choose In progress.QBO Project.PNG

 

In addition, you can visit this article for more insights on how to use the Project feature in QuickBooks Online (QBO): Set up and create projects in QuickBooks Online.

 

Feel free to comment down below if you have other questions or clarifications. I'm always here to provide additional assistance. Have a great week ahead. Take care.

anna spencer
Level 1

Project still show in transaction windows drop down listing after completed or cancelled

When the project is marked as completed, it no longer shows up in the Project list, but still shows up on the CUSTOMER list...unable to mark that customer as inactive.  My Customer list is large, and as projects are completed and the customer is no longer active we would like to "Hide Them". Please advise

Catherine_B
QuickBooks Team

Project still show in transaction windows drop down listing after completed or cancelled

I can help you inactivate your customer and the project, anna spencer.

 

If we already made the Project completed, we'll no longer see them on the list, unless we mark them as Completed and change the list on the Projects page. We automatically change the updates, thus making the project as completed in the customer's profile. If it is still showing as In Progress, we can refresh the page by pressing F5 in our keyboard. 

 

Then, we can inactivate the customer. Please follow these steps on how to inactivate a customer:

  1. Go to Sales menu and click Customers
  2. Search for the customer in the search field. 
  3. Select the customer and click Edit at the upper-right.
  4. Click Make inactive at the butoom right of the Customer information window. 

If you need more help, you can always leave a reply. Keep safe!

anna spencer
Level 1

Project still show in transaction windows drop down listing after completed or cancelled

I have a Customer with 5 projects, 3 of which are paid.  In my CUSTOMER List all 5 projects show up.  I would like to inactivate the 3 projects that are completed showing only the 2 active projects.  I am unable to do this, is this going to be an option soon?

ReyJohn_D
Moderator

Project still show in transaction windows drop down listing after completed or cancelled

Thanks for getting back here in the thread, @anna spencer.

 

Currently, completed projects will still show up in the Customer Contact List. However, you can inactivate the 3 projects that are completed to show 2 active projects. You'll just have to tag these 3 projects as either as  Mark as completedMark as canceled or Delete.

 

I'll guide you how:

 

  1. Go to the Projects menu.
  2. Choose the project you wish to inactivate.
  3. Select either as  Mark as completedMark as canceled or Delete.

 

Moreover, you may read this article to learn more about how projects work in QuickBooks Online. This way, you'll be able to manage your customer project well and maximize your profitability.

 

Here is a handy help article that you can always check out in case you've got more QuickBooks concerns, such as tracking income and expenses, setting up online banking, running reports and payroll, apps integration, etc. to keep your business running smoothly.

 

Get back here in the Community if you have more queries. I'll be glad to assist you. Take care and have a good one!

JJadmin
Level 1

Project still show in transaction windows drop down listing after completed or cancelled

After a project is marked as "complete" or "canceled", it still shows up in Tsheets as an option for my employees to select which "customer" they are working for. 

I would like the option for my employees in Tsheets to still select the "original" customer (not a project), but, more importantly, it would be especially helpful for the projects that have been marked as complete to no longer appear as an option to log hours or expenses under.

This problem leaves so much room for employee error in selecting the wrong project to log their hours under.

Will there/is there a fix for this problem without completely deleting past projects that were completed?

Rea_M
QuickBooks Team

Project still show in transaction windows drop down listing after completed or cancelled

I can see the benefits of being able to remove completed and/or canceled projects on the list in TSheets, @JJadmin. That's why I'm here to share further details about this.

 

Currently, the option to remove the completed and/or canceled projects on the list of customers in TSheets is unavailable. You need to inform your employees to be extra careful and let them select the original customer name when creating transactions.

 

Additionally, with the Projects feature, you're able to set up time estimates to track the progress made on a project. Then, have a breakdown of your tasks to monitor them accordingly. You can learn more about this by checking out this article: Set up and use projects in TSheets. It also includes steps about editing and deleting projects to name a few.

 

I'm just around if there's anything else you need to know about the Projects feature in TSheets. Just click the Reply button below. Take care always.

JJadmin
Level 1

Project still show in transaction windows drop down listing after completed or cancelled

Thank you for your reply. 

 

Once a Project is created under a Customer Name an employee can no longer select the original customer name to log hours under. If they could, that would be at least a start. 

 

However, as it stands now, once a project is created it will always be visible under the original customer name AND we can no longer log hours, etc., under the original customer name.

 

Projects is a helpful tool, but I just see it causing confusion and more chaos down the road if we continue to create more Projects for our customers without the option to Archive past Projects that do not need to be immediately seen. This is especially true for TSheets users and even more frustrating when you can no longer log hours under the original customer name once a project is created.

rachel
Level 3

Project still show in transaction windows drop down listing after completed or cancelled

Just so you know, deleting a project is the same as archiving.  I have absolutely no clue why QB would name delete when it doesn't mean delete, but they did.  You can reactivate them after deletion by going to your projects tab, clicking the gear icon on the mid-right screen and clicking the "show deleted projects" box.  Then on the two menu dropdowns on the upper left, select the status you want to search and then the customer.  Your customer has to be active for it to show up in the menu dropdown, however.  It would be so awesome if QB would train their reps on the functions of projects.  I often find I know more than they do when I get on, which can be on the frustrating side. 

BoyceTowell
Level 1

Project still show in transaction windows drop down listing after completed or cancelled

This seams like a huge design flaw. As an admin I mark the job complete in QB but my employees can still book time to the project in QBTime. What is the purpose of marking the project complete?

Giovann_G
Moderator

Project still show in transaction windows drop down listing after completed or cancelled

Hello, BoyceTowell.

 

I can share additional information about managing projects in QuickBooks Time.

 

Marking the project completion is for labeling purposes. You can unassign the employee if you want to hide those completed projects from them. This way, it reduces the list an employee sees.

 

Here's how

 

  1. Log in to QuickBooks Time.
  2. Go to Jobs in the Manage section.
  3. Click job edit.
  4. Uncheck Assign to all employees or click Edit and deselect all the boxes.

 

Also, I'd recommend submitting product suggestions to prevent employees to books their time on the complete project. Our Product Development team will review your request. Your idea will help improve the project's features, and more users can benefit if approved. Please visit this article to submit your feedback: Submit feedback to QuickBooks Time.

 

In addition, I've also added this resource to learn more about the type of reports available in QuickBooks Time: QuickBooks Time reports.

 

Let me know if you have further questions or concerns about the project feature. We're always here to help you.

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