Removing Closed Sales Orders

Hi buzygal1, 

Thanks for elaborating the situation and providing screenshots about what you're seeing on your end. These resources can help me look for a resolution to your concern. 

Once the status of a Sales Order is Closed or Invoiced in Full, they shouldn't show in the Available Sales Order box when creating invoices. I double-checked if there are any investigations or cases about this, and so far, there's none. 

Let's resolve this by trying out some basic troubleshooting steps. It's possible there's underlying data damages needed to be fixed. 

To ensure you have a secured copy of your company file before making changes, create a backup copy of the company file. You'll want to start by doing the Run a Verify/Rebuild process. The Verify helps detect the damaged data and the Rebuild fixes the damaged data detected.

To verify data:

1. Go to Window, then select Close All.
2. Choose File, then pick Utilities, and click on Verify Data.

To rebuild data:

1. Go to File, then select Utilities.
2. Choose Rebuild Data.

Check out this article for more details:

Verify and Rebuild Data in QuickBooks Desktop

Once done, try creating an invoice again. If you're still able to see those closed sales orders, you'll have to resort the list. 

Here's how:

1. Go to Customers at the top menu bar.
2. Choose Customer Center. 
3. In the Customer & Jobs page, right-click and select Re-sort List. 

After doing these steps, recreate the invoice. You shouldn't be seeing these closed sales order. 

Be sure to touch base with me here on the results of your testing, I want to ensure this matter gets resolved. Have a great day!

I have performed all the items you suggested but the same thing is still happening.  Honestly, I have noticed this going on for quite some time but just never had the time to ask about it.  However, it would be nice to get this figured out.  Any other suggestions?

Hello there, buzygal1.

Thanks for doing the troubleshooting steps my friend, @VivienJ, suggested. Now, let's try to repair the software. Repairing QuickBooks fixes program-related issues.

Before doing so, create a backup copy of the company file.

Here's how you can repair QuickBooks:

1. Click the Start/Windows icon on your computer, then go to Control Panel.
2. Choose Programs and Features.
3. Choose QuickBooks, then click Uninstall/Change.
4. Click Continue, then Next.
5. Choose Repair, then Next.
6. Wait for the repair to complete, then click Finish.
7. Restart computer if prompted.

When QuickBooks is up and running, try to create an invoice again.

Go back to this thread if you need further help. We're just around. 

I just finished rebuilding the file but I am still getting the Closed Sales Orders as an option.  Any other suggestions?

I followed your instructions.  Although the website says that Customer Service is Open Now and is available 24/7 I got a message that said they were closed and to check the website.  This is the number I called: [removed]

I have the most trouble contacting support.  Is there some choice I should make that will get me to one of these 24/7 available people?  

Thanks for your continued assistance.

Hello there, @buzygal1.

Allow me to step in and share some more insights about removing the closed sales orders when creating an invoice.

@buzygal1, you can try the suggestion of Jasper67. Try manually opening your sales orders and marking it as closed.

I can understand your desire to speak with our phone support right away. At this time of the year, we typically have a high call volume and longer than normal wait time. Many of our customers call in for assistance with year-end payroll. 

Another way of contacting us is through chat:

1. Go to: https://help.quickbooks.intuit.com/en_US/contactus.
2. Select QuickBooks Desktop.
3. Choose your QuickBooks for Windows version.
4. Select the issue/topic.
5. Click Start a Message.

Thank you for your patience and understanding, buzygal1.

Of course, you can always drop by here in the Community for any questions you need help with. Have a good one.

I contacted the support folks and they gave me two solutions...

1. Go all the way back to where the Sales Order was created.  Delete any transactions that were made against the Sales Order including Invoices, payments, etc. Delete the Sales Order and the re-create it, followed by re-creating all of the other applicable invoices, payments, etc.

Unfortunately, this way screws up all of my bank account balances and it would take an inordinate amount of time to go back and re-reconcile those accounts.  

2.  Delete the Sales Order and recreate it.  This clears up the issue with the Sales Order showing as open but you cannot re-associate any of the Invoices, Packing Slips and Payments with the Sales Order.

Neither of these answers is acceptable as far as I am concerned but the later creates less havoc with my bank accounts and reconciliations so that is the path I have chosen to follow.  It would seem to me that there is a better answer out there somewhere if there was someone that would share their experience.  I can't be the only one this has ever happened to.

Thanks for getting back to us, @buzygal1.

First of all, I appreciate you contacting our Phone Support team to get this working. Allow me to chime in for a moment and help ensure your concern is taken care of.

Since you're still getting the same issue after performing the troubleshooting steps provided on this thread, you can try either solution given by our Phone Support team as a workaround.

I'm going to submit feedback regarding this, which is sent to our Product Development team so they can take a look at this issue and fix it for you. I also invite you to send feedback as well.

Here's how:

1. Go to Help menu at the top, then pick Send Feedback Online and Bug Report on the drop-down.
2. Select a Product Area and enter the necessary information.
3. Once done, click Send Feedback.

Let me thank you for being a part of our QuickBooks family. Post again or leave a comment should you have any follow-up questions or concerns. Take care always!