Sales Orders Open Balance on Closed Sales Orders

Thank you for reaching out to us here on the Community page, @bbutler1.

I'm here to guide you on how to achieve your goal. First, you can manually change the amount to zero, then enter the past/real amounts under the Description column. Once done, you can mark the sales order as closed.

Here's how:

1. Open your sales order transaction.
2. Change the figure to zero (0) under the Amount column, then enter the original amount under the Description column.
3. Tap on the Mark As Closed tab to close the transaction.

To learn more about the different ways to track your transaction in QuickBooks Desktop, feel free to read the details from this link.

Once done, you may also open the topics from our help articles in case you need related resources while working with QuickBooks in the future.

That should point you out in the right direction today. Let me know if you have any other QuickBooks questions. I'm always here to help. Have a good day!

Thank you.

I do have another question.

If I have an invoice associated with a sales order, yet the sales order does not reflect there was an invoice created for it. How can I close out the sales order line items WITHOUT creating another invoice?

Can I link an invoice and sales order after the fact?

Sir,

I have opened a sales order for 200,000 USD and shipped the material for 100,000 USD. When I created an invoice for 100,000 from the same sales order, the Sales order vanished.

Now, next time when I will ship the residue material. I do not have the same sales order, whereas my idea was the partial sales order is still open.

Where did I make a mistake? please educate me...

I appreciate you for providing detailed information, @sajidrasheed.

I can help you fix  the issue with your missing sales order in QuickBooks. 

Let's delete the whole sales order transaction and the invoices link to it and recreate them and ensure to specify what to include on the invoice. To do this, here's how: 

1. At the top menu bar, click Customer.
2. Go to the Customer Center.
3. Select Transactions.
4. Click Sales Orders.
5. Look for the sales order transactions you want to delete.
6. Click Delete.
7. Select Save & Close to apply the changes.

Once you're done deleting the sales order, please check out the this link in recreating the sales order: Create a sales order

If this is not the case, let's perform some troubleshooting steps to isolate and fix this issue. I recommend updating your QBDT to the latest release to ensure the system is running on the newest patch and fixes. Then run the Verify Rebuild tool to fix this. This scans your company file for errors and self resolved them right away. Let me show you how.

To Verify:

1. Go to the Window menu and select Close All.
2. Then, go to the File menu.
3. Select Utilities.
4. Click Verify Data.

To Rebuild:

1. Go to the File menu.
2. Select Utilities.
3. Click Rebuild Data.

You can also check this link for more detailed steps: Verify and Rebuild Data in QuickBooks Desktop. 

Once you're all set, you might want to check out these articles that can guide you on how to modify your reports and record your customers' payments:

• Customize customer, job, and sales reports in QuickBooks Desktop
• Record an invoice payment

Let us know if you still have other concerns about Sales Order . We'll be here to help. Have a great day.

Hello, 

I have a similar issue however the sales orders and invoices not linked are in a closed period. I am not able to delete the invoices and re-enter. Please advise. 

Happy to give advise on how to handle your customer's transactions, @Liz P. 

I have a solution for your sales order and invoice that are in the close period but have not yet been linked in QuickBooks Desktop. 

I'd suggest re-opening the books so you can link your sales order to the invoice. Proceed with the following steps:

1. Go to the Edit menu and select Preferences. 
2. Choose Accounting, then Company Preferences. 
3. Clear the closing date to re-open the books. 

Visit this link for more details: Set or change a closing date and closing date password. 

Once done, delete the invoice and re-create it. This way, you can link it to the sales order. You can follow the steps provided by MadelynC above. For complete instructions, visit this link: Create an invoice for a Sales Order in QuickBooks. 

Don't forget to receive payments and do a special reconciliation to ensure your books are always up to date.

Once everything's done, close the books again to prevent unintentional changes to the transactions from the previous year. Check out the following article for further details: Close your books in QuickBooks Desktop.

Moreover, feel free to browse these articles below to learn more about managing customer payments, sales forms, statements, transactions, refunds, and credits: 

• Sales and customers FAQs
• Accounts Receivable workflows in QuickBooks 

Feel free to check in later if you still have questions about your customer's transactions. I'm only a comment or post away. Take care!

We get many POs to do service of unknown amounts (techs do not know how much service is needed until they get to the job). We want to put in the sales orders to keep track of items needing to be invoiced. With unknown amounts is it best not to do sales orders? I was hoping there was an easy work around. Any help is much appreciated. 

Good day, @LilyLizalde.

I'm here to lay insights about linking sales orders to invoices in QuickBooks Desktop.

You can delete the invoice and reconnect the sales order. Then, modify the invoice to avoid charging your customer twice. When you collect payment for each item on the invoice, the item is marked as closed on the sales order. You can precisely track your income by deleting the invoice associated with the sales order.

However, we're unable to link sales orders with amount to an invoice. You'll need to copy the line items, then subtract the total from the invoice. As a result, each item on the event will be zero.

Moreover, if you need to access your sales report or customize reports, have this article for more details: How to run and customize reports in QuickBooks Desktop.

Please don't hesitate to comment below if you have other questions. I'd be happy to assist you further. Take care! 

If a sales order is marked as "CLOSED" it should not appear as open in Quickbooks on reports. This is a problem that needs to be addressed. If you are not going to address this then take away your option to mark it as "CLOSED". 

We appreciate you joining the thread, @pmtes.

Please know we see the urgency of this matter and that this isn't the experience we'd want you to have when using QuickBooks Desktop (QBDT). Upon reading through your post, it may have something to do with saving the sales order created. You'll want to refresh it by marking the sales order as open and marking it again as closed and clicking Save & Close or Save & New.

If it persists, you can utilize the Verify and Rebuild Data feature. We'll gladly write down the steps to get you going:

1. Go to Window then select Close All.
2. Go to File, then select Utilities.
3. Select Verify Data. If you see:

• QuickBooks detected no problems with your data—your data is clean, and you don’t need to do anything else.
• An error message—search for it on our QuickBooks Desktop support site for how to fix it.
• Your data has lost integrity—Data damage was found in the file. Rebuild your data to fix it.

For more details, please see this page: Verify and Rebuild Data in QuickBooks Desktop.

In addition, here are some articles to help you manage invoice payments, and modify your reports inside QBDT:

• Record an invoice payment.
• Create, access and modify memorized reports.

@pmtes, please let us know if you need further assistance managing sales orders inside QuickBooks. We've got you covered. You can also post here again if you have any additional QuickBooks-related questions, and rest assured. We'll get back to you as soon as possible. Stay safe!

I've done the Verify and Rebuild and it didn't fix anything. Just like when I have rebuilt before, the order still appears as open in the Customer Information window even though it is marked as Closed. Once again, the tools that should work, did not work. 

It's important that your reporting accurately reflects the status of your transactions, pmtes. Let's work together to get this rectified.

When all line items on a sales order are fulfilled or closed manually, the transaction is removed from the billing/receiving queue. Furthermore, it shouldn't appear as open in the Customer Information window or be listed in the Open Sales Orders by Customer report.

While the verify and rebuild process is an essential step, some unexpected behaviors require additional measures to fully resolve. Given the persistence of the issue, our next move would be to utilize more comprehensive tools to perform a thorough data repair.

First, let's make sure to update your QBDT product to the latest release. This way, you always get our bug fixes and security patches.

Then, let's download and install the most recent version (1.6.0.3) of the QuickBooks Tool Hub, which provides access to a range of utilities designed to address specific problems. We can run both Quick Fix my File and File Doctor, as these functionalities are tailored to diagnose and resolve discrepancies.

For the best experience, it's recommended to use the program on Windows 10, 64-bit. When you're ready, follow these steps to use the tool:
 

1. Go to the Company File Issues tab.
2. Select Quick Fix my File.
3. Click OK once finished.
4. Open your company again and review your reports.

If the same thing happens, please refer to the third procedure highlighted in this article: Fix company file and network issues with QuickBooks File Doctor.

Creating a sales order is a standard component of tasks that contribute to organized cash flow. To view the complete list of other customer-related transactions, check out our Accounts Receivable workflows.

Consistency and precision are crucial for effective financial management. Rest assured that I'm here to provide answers if you have follow-up questions or concerns with any other aspect of QuickBooks Desktop.

First, I don't plan to download version 23. It doesn't have ANY features that I need. I periodically receive updates to my version 22, so I would assume that it is receiving updates and patches that are needed to function properly. I have certainly paid for them.

Second, I have already tried the Tool Box features and when I tried to rebuild using that tool, I consistently received the error that asked me to send to Intuit and then I was "kicked" out of the program. The only successful rebuild that was completed was through the use of the rebuild function under File/Utilities.

I use QB on an Azure hosted server to share the database amongst 10 users. ALL user machines are using Windows 10 and are 64-bit machines. The hosted server is updated for all Microsoft updates as they are released. 

Thanks for following up with those additional details, pmtes.

Since none of the troubleshooting methods mentioned above corrected the sales orders I recommend reaching out to a member of the QuickBooks Desktop Support Team. Agents have specialized tools, like the ability to share your screen, to work alongside you to resolve this issue. Here's how to get in touch with the team:

1. Go to Help, then select QuickBooks Desktop Help/Contact Us.
2. Select Contact Us.
3. Give a brief description of your issue, then select Continue.
4. Sign in to your Intuit account and select Continue and then Continue with my account.
5. We'll email you a single use code. Enter your code and select Continue. (If you have more than one account, select the account you want to use and then Continue.)
6. Select to chat with us or Have us call you.

The following article provides these steps if you ever need them again in the future: Contact QuickBooks Desktop Support

Please feel free to reach back out here if you have any other questions. I'll be here to help in any way that I can.

Since I can't take everyone off the system to work in single-user mode, and I'm not available late until Wednesday, I will try to contact them on Wednesday.

Thanks, pmtes, that sounds like a plan. Drop a comment below if there's anything else the Community can assist with. Take care!