Duplicate Pos created from sales order

Hello there, @cheryl8736.

Thanks for sharing your observations with the Purchase Orders today. We didn't see this coming. 

It could be that you're data is going through integrity issues. Hence, the POs are sending twice.

Let's run the rebuild tool in QuickBooks Desktop to repair issues in your company file. Ensure first that you're using most updated QuickBooks Desktop version. Then, follow the steps below:

1. Click File, Utilities, then Rebuild Data.
2. Allow it to load, then select File again, Utilities then Verify Data.
3. Click OK as soon as you get the message "Rebuild has completed".

To get more insights about this process, check this article for the detailed steps: Verify and Rebuild Data in QuickBooks Desktop.

Feel free to post again and share more of your concerns. I'm always here to help if you need anything else. Take care!

We are having similar issues with QBD-Enterprise 2024.  While creating Estimates from a Sales Order it is creating duplicates.  I also have duplicate PO.

I just did what you suggested and ran a rebuild and a verify.  Is there anything else we need to do or anything else we need to be looking for?  Could our process be wrong?  Setup be wrong?

Thank you!

Katie Lantz

You're not doing anything wrong with the process, Ktbarthedoor. I'll provide some troubleshooting steps to get around this issue.

In QuickBooks Desktop (QBDT), you can create multiple purchase orders from sales orders, regardless of whether they are closed. One of the possible reasons why a sales order has been duplicated is that another user converted it.

You'll want to ask them if they did it, or you can also run the Audit Trail report to see who made the changes in your company file and what those changes are. You'll also know when it was specifically changed. Here's how:

1. Go to the Reports menu, then choose Accountant and Taxes.
2. Select Audit Trail.
3. Click the Customize Report.
4. Under the Display tab, choose the specific data you want to see in the columns.
5. Select the date range of the report and click Ok.

Otherwise, let's use the QuickBooks Toolhub to fix this problem if you don't have other users. It is designed to fix various issues in QBDT accounting software. Follow these steps to proceed:

1. Close your QBDT account.
2. Download the most recent version of the QuickBooks Tool Hub and save the file somewhere you can easily find it.
3. Open the file you downloaded (QuickBooksToolHub.exe).
4. Follow the on-screen steps to install.
5. When the installation finishes, open the Tool Hub on your Windows desktop.
6. Select Program Problems and click Quick Fix my Program.
7. Run the QBDT program and try to open your company file.

For more details about the process, refer to this article: Fix common problems and errors with the QuickBooks Desktop Tool Hub.

Additionally, visit this article to view various workflows for recording customer transactions: Get started with customer transaction workflows in QuickBooks Desktop. This method efficiently tracks your cash flow while keeping track of sales, receivables, and profitability.

Please don’t hesitate to comment if you have any other questions or concerns besides selecting an item when generating sales transactions in your QBDT account. I’d be glad to assist you further.

Thank you for those suggestions.

Do you have any suggestions to make it easier or a smoother process when it comes to Estimates/Purchase Orders/Sales Orders and Invoices on the numbering system?  I know QB you ask you if you are about to duplicate like an invoice number or a Sales Order.  How would you suggest we might number the different items to make it flow better and then QB could flag us if a duplicate is about to be issued?

Thank you for your quick response from earlier you were very helpful as usual!

Katie Lantz

I'm glad to hear that the suggestions were helpful for you, Katie. I can share some information about the numbering system for sales forms in QuickBooks Desktop (QBDT). 

Currently, there is no prompt when creating a duplicate sales order from an estimate or a purchase order from a sales order. It would be helpful to have a feature similar to the one for estimates, where a prompt is displayed when creating duplicate invoices. However, you can always check the Memo when running an Open Sales Orders by Customer report or an Open Purchase Orders report to find the sales or purchase order numbers.  

I invite you to provide your suggestion to our developers so they may consider it for our future updates. 

Here's how:

1. From the Help menu, select Send Feedback Online 
2. Click the Product Suggestion from the drop-down menu.
3. Fill out the on-screen instructions in the QuickBooks Feedback window.
4. After that, click Send feedback.

Refer to this article for more information about providing feedback: How do I submit feedback?.

From here, you can create an invoice from that sales order, receive the invoice payment, and record it as a bank deposit. 

Let us know in the Reply section if you need more information about our sales forms. The Community is always here to assist. Have a wonderful day!