Created with Sketch.Learn about PPP and Loan Forgiveness, stay informed with the latest changes.
Created with Sketch.Questions about how to close your books for 2020? Visit our Year End Resources page.
Created with Sketch.New to QuickBooks or using a new product? Visit our Get Started resource page to help you get going.
Created with Sketch.Need to make changes to your account? Visit the Account Manager Portal.
cancel
Showing results for 
Search instead for 
Did you mean: 
Level 2

Sales Orders Open Balance on Closed Sales Orders

Hello,

 

On my Open Sales Orders Report, I have an open balance on historical orders that are years old. I marked these sales orders "closed," yet they still have line items with amounts not invoiced and will not be invoiced. 

 

How can I close out the sales order to have an open balance of 0 WITHOUT issuing an invoice to hit the revenue accounts or WITHOUT deleting line items?

 

My idea would be to change the amounts, and past the amounts in the description section. Keeping the historical evidence, but zeroing out the amounts that will never be invoiced but are still showing open.

 

Thanks,

B

 

 

Solved
Best answer September 17, 2020

Best Answers
QuickBooks Team

Sales Orders Open Balance on Closed Sales Orders

QuickBooks doesn't provide an option to reconnect a sales order to an already existing invoice, @bbutler1.


Let me share some information about linking sales order to invoice in QuickBooks Desktop.


You can delete the invoice and connect the sales order again. Then modify the invoice to ensure your customer doesn't get charged twice. Once you have collected payment for each item on the invoice, the item gets marked as closed on the sales order. Deleting the invoice connected to the sales order allows you to reset these checkboxes to precisely track your income.


Here’s how:

 

  1. From the Customers menu, go to the Customer Center.
  2. Select the customer's name from the Customer & Jobs list.
  3. Click the Show drop-down and click Invoice.
  4. Click the Edit menu and select Delete Invoice.
  5. Click the Transactions tab and select Sales Orders.
  6. Choose the sales order you want to connect to an invoice from the list and open it.
  7. Select the option to create an invoice for all sales orders to add everything to the invoice. Modify the invoice as necessary.
  8. Click Save & Close.


However, if these are only line items, it can’t be tag as close. You’ll need to copy the line items then zero out the amount to the invoice.  This way, each item on the event will be zero.


I have here an article that has detailed instructions on how to create an invoice for sales orders. You check it to learn more.


You can also visit this link for extra knowledge on how to track customer transactions in QBDT. It helps you organize your cash flow, receivables and income properly.


Don’t hesitate to visit us again in case you have other questions about QuickBooks. We’re here to answer them for you.

View solution in original post

3 Comments
QuickBooks Team

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!

Level 2

Sales Orders Open Balance on Closed Sales Orders

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?

QuickBooks Team

Sales Orders Open Balance on Closed Sales Orders

QuickBooks doesn't provide an option to reconnect a sales order to an already existing invoice, @bbutler1.


Let me share some information about linking sales order to invoice in QuickBooks Desktop.


You can delete the invoice and connect the sales order again. Then modify the invoice to ensure your customer doesn't get charged twice. Once you have collected payment for each item on the invoice, the item gets marked as closed on the sales order. Deleting the invoice connected to the sales order allows you to reset these checkboxes to precisely track your income.


Here’s how:

 

  1. From the Customers menu, go to the Customer Center.
  2. Select the customer's name from the Customer & Jobs list.
  3. Click the Show drop-down and click Invoice.
  4. Click the Edit menu and select Delete Invoice.
  5. Click the Transactions tab and select Sales Orders.
  6. Choose the sales order you want to connect to an invoice from the list and open it.
  7. Select the option to create an invoice for all sales orders to add everything to the invoice. Modify the invoice as necessary.
  8. Click Save & Close.


However, if these are only line items, it can’t be tag as close. You’ll need to copy the line items then zero out the amount to the invoice.  This way, each item on the event will be zero.


I have here an article that has detailed instructions on how to create an invoice for sales orders. You check it to learn more.


You can also visit this link for extra knowledge on how to track customer transactions in QBDT. It helps you organize your cash flow, receivables and income properly.


Don’t hesitate to visit us again in case you have other questions about QuickBooks. We’re here to answer them for you.

View solution in original post

Need to get in touch?

Contact us